Office Administrator/Receptionist

Job Description

We are a warm and welcoming private music school in the city of South Pasadena seeking a Part-Time Administrator/Office Manager. We are looking for a highly qualified person who has experience working in a busy environment with high customer traffic, and who is also comfortable and confident managing our instructors. Our ideal candidate has a very positive attitude, with a welcoming energy and calm demeanor, while also being a confident and self-directed problem-solver. Music experience is a plus. We are seeking someone who can make a multiple year commitment and is interested in being part of our organization long-term. This person must be able to work alone at times, with full responsibility for running the school and its administration.

NOTE- We are not considering any applicants that have not read through the whole listing. Thank you for your attention.

Benefits for Part time employees include:

• Paid Time-Off
• Free weekly private music lessons with any of our instructors.
• 401k Matching

If interested, please read this posting completely and follow the instructions to apply below.

This position will require the Administrator to commit to a part-time work week, including devoting time to a fixed schedule at the front desk on the following days:

• Sundays - 10am-4pm
• Occasional additional hours during the week, as needed

The above schedule is fixed and can't be adjusted or changed as these are our operating hours. We need someone who is highly consistent and dependable.

Applicant Requirements:

• Bachelor's degree or greater
• Strong math skills and strong Apple computer experience
• Strong customer service experience
• Reception and/or front office experience in a high-traffic office, fitness studio, spa, music studio, school, salon etc.
• Fanatical attention to detail
• Excellent communication skills - interpersonal, written, verbal/phone
• Excellent spelling, grammar and proofreading skills
• Excellent time management and prioritization skills
• Positive and self-motivated with little to no management required
• Must be a person who smiles easily and works to build excellent relationships with our clients
• Must be an individual who is at all times professional, punctual, reliable, proactive, patient and friendly
• Excels in and loves working with others in a team environment

Experience Necessary:

• Must have experience working in a busy environment while maintaining a professional, composed and positive attitude
• 3+ years experience working as an Administrator
• Experience working on Apple computers & Gmail, Google Apps, Word/Excel, etc.
• Experience with Merchant Service (like Square) is a big plus
• Some musical experience is a big plus

Job Responsibilities Include:

• Scheduling appointments, managing instructor schedules
• Administration of the school’s back-office-type duties
• Give tours to prospective students
• Maintain a working knowledge of all services and products offered by the school
• Manage desk staff and instructors
• Monthly audit of auto charges, tracking client tuition
• Maintain cleanliness and organization in the lobby, front desk and facility
• Enforce policies and follow up on leads as needed (Yes, selling!)
• Open and close facility
• Manage and order books and supplies
• Event and project management
• Some very light facility maintenance like taking out the trash (in between cleaning company visits)

Application Process (PLEASE READ AND FOLLOW BELOW INSTRUCTIONS):

1. Please do have your most recent resume posted on Indeed!

2. Send us a short cover letter via the messaging here and include answers to the following questions:

A. Do you have Reception or Front Office experience and experience in a high-traffic office, fitness studio, spa, music studio, school, or salon?

B. What motivates you?

C. How many calls/customer interactions per day have you handled in your previous positions?

D. Briefly state why you are interested in this position?

E. Are you available on the days/times required?

F. Do you have any vacations planned that would require you to take time off work in the next 6 months? If so, when?

G. Do you have a reliable form of transportation?

H. Do you have any problems disconnecting from your own phone and social media (FB, Instagram, etc.) while at work?

J. Can you make a 1+ year commitment?

K. Do you have any musical experience (not a requirement but helpful)?

Job Type: Part-time

Pay: $18.00 - $19.00 per hour

Expected hours: 6 – 8 per week

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Paid time off

Schedule:

• 4 hour shift
• Day shift
• Every weekend

Education:

• Bachelor's (Preferred)

Experience:

• Administration: 1 year (Required)

Work Location: In person