Finance Manager

OBJECTIVES

The Finance Manager is a key role in ensuring the smooth and fiscally responsible operation of the school. The role will own the day-to-day finance function, including accounting, budget preparation, financial reporting, payables and receivables, and compliance with financial policies for Hiba Academy Bay Area and its related entity. In addition, the Finance Manager is responsible for collection of all student fees and interacting with families in the school community and as such must demonstrate excellent customer service and the ability to handle conversations of a sensitive nature. The role requires interaction and close collaboration with the Group’s Central Office based in Shanghai to establish and maintain finance processes and systems that meet both Group and local compliance requirements.

This is a front-line role that requires regular in-person interaction with school-based leadership and staff who work fully on-site as well as parents and the wider school community. To fulfill the essential duties of the role, the jobholder must be able to work 100% on-site . Essential duties include:

• Provide timely advice and guidance to faculty and staff on finance matters such as expenses, benefit payments, and vendor management. Be available to support faculty in the limited time they have available during the day
• Ensure that families receive excellent, personalized care and attention in relation to all fee payment matters
• Be available to support school leadership with all finance-related matters that may arise at any time and require timely response or follow-up to mitigate risk and ensure the smooth running of the school and finance function
• Manage vendors effectively, ensuring on-time payment of invoices and excellent customer service in liaising with trusted vendors and service providers, in accordance with the school’s premium reputation
• Quickly escalate issues that require the attention of leadership
• Attend regular in-person staff meetings and briefings
• All school-based staff are required to contribute to the broader operation of the school including supervisory and emergency protocol duties.

KEY RESPONSIBILITIES

FINANCE & ACCOUNTING

• Maintain complete, accurate, and timely accounting records with proper supporting documentation.
• Lead month-end and year-end close, including account reconciliations, accruals, and journal entries.
• Prepare monthly management accounts and financial reports for the Director of Finance and Operations and the Senior Leadership Team, and prepare board-ready financial reports.
• Prepare the annual budget and periodic forecasts, own the underlying data and models, and monitor spending against budget.
• Design, document, and maintain internal controls and procedures consistent with the Delegation of Authority (DOA) and the school’s financial policies, minimizing exposure to financial, counterparty, and foreign exchange risk.
• Ensure compliance with U.S. nonprofit accounting, reporting, and tax requirements and with Group reporting requirements.
• Serve as the main point of contact for the annual audit, preparing schedules and supporting documentation.
• Coordinate the preparation and timely filing of tax and regulatory returns with external advisors.
• Monitor cash flow and work with the Group’s Central Office to manage banking activity and ensure the school has appropriate funding in place.
• Administer and improve the school’s finance systems, keeping data accurate, reliable, and secure, and support new system implementation as the school grows.
• Monitor changes in accounting standards, tax law, and reporting requirements, and advise on implications for the school.

ACCOUNTS PAYABLE, PAYROLL, AND ACCOUNTS RECEIVABLE

• Manage the end-to-end accounts payable process, ensuring invoices, expense reports, and payment requests are properly supported, approved in line with the DOA, and paid accurately and on time.
• Review payroll each cycle and act as one of the payroll approvers.
• Maintain accounts payable and payroll controls to prevent fraud and error, including appropriate segregation of duties.
• Work with the Facilities and Operations Manager and other departments to verify purchase orders and contracts, resolve vendor discrepancies, and maintain proper documentation.
• Lead the accounts receivable function, ensuring all revenue is recorded and receivables, including overdue balances, are collected in full.

STUDENT BILLING AND FINANCIAL AID

• Own all student billing and payment processing, including tuition, extended care (ECP), enrichment, and other student fees, and communicate clearly with families about fee policies and payment matters, acting with discretion and care.
• Maintain confidential records of financial transactions between Hiba Academy and families.
• Support the financial aid process by managing applications, preparing data and analysis, and administering awards once approved. Award decisions rest with school leadership.
• Work with the Admissions and Marketing team and school leadership to align financial aid with enrollment goals.
• Support the setup and optimization of the student billing system, ensuring it covers all student fees and integrates with financial aid processes.

OPERATIONS SUPPORT

• Support the management of vendor contracts (e.g., catering, cleaning, security), including service quality and compliance.
• Provide logistical and operational support for school events as needed.
• Help enforce safety and child protection policies for all members of the community.
• Take on other projects and duties as needed to support school objectives.

Please visit our Careers site for the full job description, person specification and details on how to apply.

We look forward to receiving your application!