Accounts Administrator - West Island School at ESF Career Site-External

Hong Kong, Hong Kong Island, Hong Kong S.A.R. -

Full Time

Start Date

Immediate

Expiry Date

22 Jun, 26

Salary

0.0

Posted On

24 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Accounts Receivable, Income Management, Accounts Payable, Cash Processes, Invoicing, Reconciliation, Financial Reporting, Budget Preparation, Risk Management, Stakeholder Communication, Process Improvement, Compliance, Audit Support, Excel, Epicor

Industry

Education Administration Programs

Description

West Island School (WIS) is looking for an Accounts Administrator on a full-time basis starting April 2026. This is a permanent full-time position with Medical and MPF benefits. We are seeking a dedicated and proactive professional to join our Finance Team, working closely with the Finance Manager to support, manage day-to-day operations, and continuously improve the school's financial processes. This role has primary responsibility for accounts receivable and income management, while maintaining a solid understanding of related accounts payable, cash processes, and overall finance workflows. You will ensure accurate, timely, and compliant execution of fee collection, invoicing reconciliations, and reporting, while proactively identifying process gaps, collection risks, and opportunities for improvement. The role combines strong administrative accuracy with a solutions-oriented, improvement-focused mindset - communicating clearly and confidently with diverse stakeholders (teachers, parents, service providers) to drive smoother end-to-end financial flows. Beyond daily transactions, you will contribute to budget preparation, financial analysis, reporting, and risk management, helping support informed decision-making, operational efficiency, compliance and the long-term financial health of the school. The ideal candidate views their responsibilities as part of a comprehensive financial ecosystem and is committed to accuracy, continuous improvement, cross-departmental collaboration and proactive risk mitigation. ROLE SUMMARY Responsible for day-to-day accounting operations, primarily associated with accounts payable and receivable, fixed assets, employee reimbursement, cash advance and monthly processing. KEY RESPONSIBILITIES: 1. Handling Invoices and Billing: * Collaborate with stakeholders to ensure accurate and policy-compliant setup of e-payment items for school activities, trips, events, and external bookings (rentals). * Train and support staff in using e-payment systems; generate and issue invoices promptly. * Coordinate refund calculations, parent communications, and processing in a timely manner. 2. Payment Monitoring and Collections: * Track and professionally follow up on overdue payments (e.g. exam fees, trips). * Provide compliant and practical solutions to maximize recovery of outstanding amounts and maintain accurate accounts receivable records. * Proactively identify collection risks and escalate to the Finance Manager with clear recommendations. 3. Banking, Cash Management and Refunds: * Arrange timely banking of cash and cheques; follow up on returned payments. * Perform regular cash counts with accurate reporting and reconciliation of transactions. * Manage prompt deposits, transfers, and refund processing to ensure compliant recording. 4. Reconciliation: * Reconcile income transactions across payment platforms, Epicor, and e-payment systems. * Identify and resolve discrepancies promptly. * Continually improve the efficiency and accuracy of reconciliation processes. 5. Charity and Donations Administration: * Ensure full adherence to the Charity and Donations Policy. * Manage the end-to-end process from application and approval through collection, documentation, and timely fund transfer to charitable partners. 6. Inventory Management: * Maintain accurate records of WIS shop stocks and costs within ERun and Epicor. * Perform periodic reconciliations and adjustments; resolve discrepancies promptly. 7. Budget Support, Financial Reporting and Cost Analysis: * Assist in annual budget preparation and quarterly budget monitoring; collect reports from budget owners and ensure alignment with approved budgets and policy. * Analyse trends, variances, and historical data to support forecasting, highlight key insights, and recommend adjustments to strengthen financial performance and control. * Prepare and submit required ESFC reports; assist in producing internal reports for the Finance Manager and Business Manager to facilitate informed decision-making. 8. Fixed Asset and CAPEX Administration: * Maintain accurate fixed-asset and CAPEX records in Epicor. * Educate stakeholders on shared responsibilities for asset ownership, tagging, and location tracking. * Support physical verification processes and contribute to improvements in asset management systems. 9. Process Improvement and Risk Management: * Proactively identify inefficiencies, process gaps, or control weaknesses and recommend practical improvements. * Escalate financial or compliance risks promptly, clearly articulating implications and potential mitigations to support decision-making. 10. Compliance & Audit Support: * Ensure alignment with ESF policies and procedures. * Prepare documentation for internal and external audits; assist with implementing corrective or preventive actions. * Contribute to audit readiness and ongoing enhancement of internal controls. 11. Ad‑hoc and Cross‑Functional Support: * Collaborate with staff and departments to resolve issues impacting financial operations. * Perform ad-hoc projects and other duties as assigned by management. QUALIFICATIONS & EXPERIENCE: * Required: Bachelor's degree in finance or accounting. * Preferred: Entry-level in any professional accounting course, including ACCA, HKICPA, CPA, or CFA * At least 3-5 years of experience in finance or accounting roles, preferably in an educational or non-profit environment. ABILITIES & KNOWLEDGE: * Essential/Required: Strong stakeholder management, compliance and audit knowledge, critical thinking and analytical skills, strong Excel skills, proficiency in accounting software. Preferred: Change management, process improvement, ability to train others. * Fluent in oral/written English; knowledge in Cantonese is desirable * Proficient in MS Word, Excel, Other Microsoft Applications and Google applications * Excellent interpersonal, communication, administrative and organizational skills. * Effective communication with different stakeholders including teachers, parents, students, vendors and customers * A friendly manner in relation to staff and students is essential. * Capable of working to organizational policies specifically to Procurement policy, Confidentiality and Data Privacy Policy & Ability to follow established standards * Knowledge of accounting systems is necessary, of Epicor is an advantage * Ability to be flexible, prioritise workload, work independently, solve problems and use initiative. * Be self-motivated and work under pressure to meet deadlines; a good team player * Attention to detail with a focus on accuracy. * Ability to prioritise multiple tasks and meet deadlines. Report to the Finance Manager Applicants must be permanent Hong Kong residents or possess a valid visa to work in Hong Kong. Applications will be reviewed on a rolling basis and offers may be extended prior to the job closing date. We strongly recommend early applications as we reserve the right to appoint candidates earlier than the closing date. For enquiries, please contact Rathi NandaKumar @ 28191962 or Email: rathi.nandakumar@wis.edu.hk [rathi.nandakumar@wis.edu.hk] By applying for this position, your application may be considered for other opportunities (senior-level roles, head of department, etc.) within ESF. ESF is an Equal Opportunities Employer The English Schools Foundation (ESF) is fully committed to providing equal employment opportunities. ESF will not discriminate on the basis of age, race, colour, gender, marital status, sexual orientation, gender identity, pregnancy, national origin, religion, veteran status, physical or mental disability, genetic information, creed, citizenship or any other status protected by local laws or regulations. Personal data provided by job applicants will be used strictly in accordance with the ESF's Personal Data Policy, a copy of which will be provided upon request. ESF is dedicated to ensuring the safety and well-being of all students in our care and expects all applicants to uphold this commitment. We adhere to rigorous recruitment practices, with all appointments contingent upon an interview, identity verification, criminal background checks (including ICPC, SCRC, and other international background checks as appropriate), assessment of social media presence, and positive references. In accordance with the Keeping Children Safe in Education (KCSIE) 2025 guidelines, ESF may perform online checks for all shortlisted candidates prior to the interview. SupportStaffFinAcAd SupportStaff The English Schools Foundation (ESF) is the largest English-medium international school organisation in Hong Kong. Our 22 schools and comprehensive programme of extra-curricular activities bring out the best in every student through a personalised approach to learning and by inspiring curious minds. There are over 18,000 students from 75 different nationalities in ESF kindergartens, primary, secondary and all-through schools. www.esf.edu.hk [http://www.esf.edu.hk/] West Island School is a world class co-educational IB World School with a leading reputation in Hong Kong. Our school motto “Strength from Diversity” reflects that the school caters for students from over 40 nationalities. The school has a strong focus on developing responsible global citizenship teaching through the UN Sustainable Development Goals. Courage, compassion and service beyond the classroom define our students. We have a reputation for academic excellence and the vast majority of students graduate to a range of leading worldwide universities after completing the IBDP or IBCP programme. In 2025, our average score for the IB Diploma was 37.5, and 38% of students achieved 40 points or more. Extracurricular activities are offered termly through an extensive CAS programme (Community, Activity and Service). We have a strong focus on pastoral care to support the whole development of young people. http://www.wis.edu.hk [http://www.wis.edu.hk/]

Responsibilities

The role is responsible for day-to-day accounting operations, primarily focusing on accounts receivable, income management, invoicing, and payment collections, while also supporting accounts payable and cash processes. Key duties include ensuring accurate fee collection, managing banking and refunds, performing reconciliations, and administering charity donations and fixed assets.