OVERVIEW:

We are seeking an experienced and highly organized Office Manager to join our award-winning ballet studio in San Clemente. As the Office Manager, you will be responsible for overseeing the daily operations of our office, managing administrative tasks, and ensuring efficient workflow. The ideal candidate will be an outstanding problem solver with excellent written and oral communication and organizational skills, and a strong background in office management and human resources. This position offers lots of room for growth in a positive, fast-paced environment. Immediate start date, if possible.

RESPONSIBILITIES:

• Efficiently perform, manage, and oversee administrative tasks and billing to ensure smooth operations within the studio.
• Demonstrate exceptional organizational skills to prioritize, manage, assign, and communicate updates about tasks, calendar events, and projects/events, and ensure deadlines are met consistently.
• Maintain a professional demeanor and remain composed in high-pressure situations, utilizing strong problem-solving skills to resolve issues efficiently.
• Serve as the primary point of contact/liaison between parents, teachers, and staff, fostering positive relationships and effective communication channels for the following areas.

Responsibilities, PARENTS & STUDENTS:

• Address inquiries, schedule trials, register students, provide necessary information.
• Manage email correspondence, promptly respond to inquiries and direct messages to the appropriate personnel.
• Respond to phone calls and text messages in a timely manner.
• Track and manage class roll, run reports re absences and attendance, contact parents and teachers as needed.
• Update notes in parent portal.

Responsibilities, TEACHERS:

• Liaison between director and teachers.
• Manage and maintain accurate online records of teacher schedules, privates, absences, substitutions, ensuring timely updates and communication.
• Schedule staff meetings.
• Manage teacher onboarding.

Responsibilities, STAFF:

• Liaison between director and staff.
• Supervise and manage office staff: task assignments, hiring, training, performance evaluations.
• Provide support to staff members, offering assistance with administrative tasks and addressing any concerns or issues that may arise.
• Manage and maintain employee attendance and tasks, staff records, and ensure compliance with HR policies and procedures.
• Manage staff onboarding.

Responsibilities, Events and Project Management:

• Coordinate with relevant stakeholders to organize and facilitate events, performances and recitals, and other activities, ensuring all logistics are meticulously planned, executed, and communicated.
• Deliver clear and concise messages to various stakeholders.
• Coordinate and manage office supplies, equipment, and maintenance.
• Handle vendor management, including negotiating contracts and maintaining relationships.
• Identify, propose, develop, and implement policies and procedures to improve efficiency.
• Ability to work effectively independently as well as team member.

QUALIFICATIONS:

• Bachelor's degree in a relevant field preferred.
• Proven experience in administrative roles, with a focus on management and coordination.
• Exceptional organizational skills and attention to detail.
• Strong interpersonal skills, with the ability to communicate effectively with diverse audiences.
• Excellent skills in written communication, including drafting emails, reports, and other documents.
• Ability to multitask and prioritize tasks effectively in a fast-paced environment.
• Experience in event planning and coordination is a plus.
• Requires ability to learn and master relevant software applications, including Google Docs, Sheets, and Calendar, scheduling software, and studio scheduling software.
• Requires a proactive and detail-oriented individual who can effectively manage administrative responsibilities while demonstrating strong leadership and communication skills.
• Provides clerical support to various departments as needed.
• Maintains a safe and secure working environment.

REQUIREMENTS:

• Proven experience as an office manager or in a similar role
• Excellent written, verbal, and oral communication skills
• Strong organizational and project management abilities
• Proficient in Google Docs, Sheets, and Calendar
• Knowledge of human resources practices and procedures
• Experience in team management and supervision
• Ability to organize, prioritize tasks, and meet deadlines
• Attention to detail and problem-solving skills

We offer competitive compensation based on experience.

If you are a motivated individual with a passion for organization and teamwork, we would love to hear from you. Please submit your resume along with a cover letter detailing your relevant experience.

Job Type: Part-time

Pay: $20.00 - $35.00 per hour

Expected hours: No more than 20 per week

Benefits:

• Employee discount

Experience:

• administrative manager: 3 years (Required)

Ability to Relocate:

• San Clemente, CA 92672: Relocate before starting work (Required)

Work Location: In person