Subscription and Billing Finance Manager is responsible for planning, directing, and coordinating all finance-related functions for the subscription and billing team. This includes overseeing the monthly subscription-fee processes (both private and corporate), managing receivables, and ensuring accurate financial record-keeping on Sage. The role requires maintaining internal controls, providing leadership to a team (Team Leader and Agents), and ensuring financial compliance with organizational and regulatory standards.

Responsibilities:

Leadership:

• Oversee and manage the finance team by setting clear goals and expectations;
• Conduct weekly and monthly team meetings to review financial reports, address performance issues, and share critical updates;
• Support, coach, mentor, and develop team members to ensure they are confident and competent in their tasks;
• Maintain and implement Standard Operating Procedures (SOPs) for all finance-related activities;
• Schedule regular one-on-one sessions with the Team Leader and Agents to review performance, address challenges, and set professional development objectives;
• Address any employee-related issues (e.g., leave, disciplinary matters) promptly and in accordance with labor laws.

Financial Management & Operations:

• Oversee subscription fees received monthly from both private members and corporate groups, ensuring accurate allocation in Sage;
• Monitor all incoming payments (EFT, cash, and other methods), promptly apply them to the correct accounts, and reconcile to bank statements;
• Ensure prompt follow-up on outstanding debts: generate aging reports, communicate with corporate clients and private members, and escalate issues where necessary;
• Supervise the timely preparation and distribution of monthly billing schedules to corporate groups and private members;
• Track and manage all finance-related documentation, including invoices, receipts, and payment confirmations;
• Ensure that financial processes and policies align with internal controls and relevant regulations.

Cash Management:

• Oversee all cash receipts and ensure proper documentation and controls are in place;
• Implement secure and efficient cash-handling procedures (e.g., daily balancing, safe deposit, timely reconciliation);
• Ensure the team accurately records cash transactions in Sage, reconciling discrepancies promptly.

Fraud Prevention (Internal & External):

• Establish and maintain robust internal controls to prevent financial fraud and misappropriation of funds;
• Conduct regular audits of payment records, reconciliations, and team workflows to identify and address suspicious activity;
• Implement and enforce clear policies on handling sensitive financial information, segregation of duties, and authorization levels;
• Collaborate with other departments (e.g., HR, IT) to educate staff on fraud risks, prevention measures, and reporting protocols;
• Stay updated on common fraud schemes, emerging threats, and best practices to continually strengthen fraud prevention strategies.

Quality Control:

• Define and maintain quality standards for all finance operations, including invoicing accuracy, timeliness of reports, and compliance with SOPs;
• Perform routine spot-checks on team outputs (e.g., reconciliations, data entries, customer communications) to ensure standards are met;
• Collect and review feedback from internal and external stakeholders to identify areas for improvement in finance processes;
• Provide coaching and training to the team on best practices, standard operating procedures, and continuous improvement initiatives.

Reporting & Analysis:

• Prepare daily, weekly, and monthly finance reports (e.g., cashflow statements, debtors aging, billing summaries) and present them to Senior Management as required;
• Identify financial trends, variances, and risks; recommend corrective actions or improvements in processes.

System & Process Management:

• Manage the integration and effective use of Sage for financial operations, including updates, troubleshooting, and team training;
• Coordinate with IT or relevant departments to ensure system stability and address any technical challenges quickly;
• Evaluate current finance processes for efficiency and effectiveness; recommend and implement improvements or automation where beneficial.

Compliance & Risk Management:

• Ensure accurate record-keeping and adherence to organizational policies, local regulations, and financial standards;
• Oversee internal and external audits within the Finance Department;
• Develop contingency plans to mitigate financial risks (e.g., uncollected fees, system downtime).

Stakeholder Relations:

• Collaborate with other internal departments to resolve subscription or billing discrepancies;
• Maintain positive, professional relationships with corporate clients and private members;
• Provide prompt and clear communication around invoicing, statements, and outstanding balances.

Ad Hoc Assignments:

• Undertake additional tasks, projects, and responsibilities as assigned by Senior Management;
• Continuously seek opportunities for professional growth and stay updated on financial best practices and regulatory changes.

Requirements

• Bachelor’s degree in finance, Accounting, or related field (Postgraduate degree or professional certification, e.g., CPA/CIMA, is advantageous).
• Proven track record (5+ years) in a finance role with at least 2+ years in a supervisory or managerial capacity;
• Hands-on experience with Sage or other similar accounting/ERP systems;
• Proven experience managing subscription-based billing processes is highly desirable;
• Strong proficiency in financial analysis, reconciliations, budgeting, and reporting;
• Advanced Excel or Google Sheets skills;
• Familiarity with regulatory requirements related to financial management and reporting;
• Excellent leadership, communication, and interpersonal abilities;
• Strong problem-solving, organizational, and decision-making skills;
• Ability to meet deadlines under pressure and handle high volumes of transactions accurately.