Enrolment Administrator

15 hours ago

Parramatta, New South Wales, Australia MindChamps Early Learning & PreSchool Full time $60,000 - $80,000 per year

Enrolment & Billing Administrator

MindChamps Australia – Parramatta, New South Wales- Full time - On site

About MindChamps

MindChamps is a global leader in early childhood education with over 150 centres across Australia and Asia. Our philosophy is built on empowering every child to achieve their fullest potential through nurturing care, research-based curriculum, and strong partnership with families.

Join a dynamic and purpose-driven team dedicated to shaping the future of early learning. We're seeking a highly organised and detail-oriented Enrolment & Billing Administrator (Early Childhood) to join our national team based in Parramatta.

This pivotal role manages the full administrative, billing, and compliance processes for enrolments, ensuring all family and child documentation meets national regulatory and company standards.

Key requirements

  • Manage end-to-end enrolment documentation using childcare management systems (e.g. Xplor, Qikkids, Explore or Kinder8Mate).
  • Verify and maintain accurate records for all enrolment documentation including birth certificates, immunisation statements, CRNs, custody papers, and medical information.
  • Ensure all enrolments comply with the Education and Care Services National Regulations and the National Quality Framework (NQF).
  • Track waitlists, upcoming vacancies and confirmed enrolments to support occupancy planning.
  • Generate reports for management and assist with internal and external audits.
  • Support Centre Directors with enrolment queries, transitions, and withdrawals.
  • Prepare, process and reconcile weekly and fortnightly billing cycles across assigned centres.
  • Monitor family accounts, track payments, and manage fee adjustments, refunds, and gap fee reconciliations.
  • Communicate professionally with families regarding account balances, payment plans, and financial assistance (e.g. CCS).
  • Liaise with Finance and Operations teams to ensure accurate billing data and timely resolution of discrepancies.
  • Support the annual review of fee schedules and update systems accordingly.
  • Maintain data integrity across all systems and perform regular record audits.
  • Assist with compliance reporting, fee adjustments, and enrolment-related correspondence.
  • Contribute to updating templates, forms and checklists for process improvement.
  • Provide administrative support to Enrolment, Finance and Operations teams, including coordination of parent communication, Open Days, and orientation events.

Requirements

  • Minimum 3 years' experience in early childhood, education, or administrative roles with exposure to billing or finance.
  • Experience with childcare management systems ( Xplor, Qikkids or Kinder8Mate).
  • Strong numerical accuracy, attention to detail, and organisational skills.
  • Confident written and verbal communication.
  • Ability to handle sensitive family and financial information confidentially.
  • Collaborative, proactive and professional

What We Offer

  • Competitive salary with 75% childcare gap fee discount.
  • Supportive, inclusive team culture and modern office in Parramatta.
  • Career growth opportunities within a trusted and expanding early learning group.
  • Ongoing professional development and training.
  • Employee Assistance Program (EAP).

Please submit your resume with a Cover Letter.

For more information about MindChamps, visit

MindChamps is committed to child safety and wellbeing.

All employees must hold a valid Working With Children Check and adhere to our Child Safe Policy and Code of Conduct.

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