PM Office Manager

The Office Manager serves as the welcoming face and brand ambassador of the school. This role is key in supporting student enrollment and retention goals by delivering outstanding customer service, fostering strong parent relationships, and providing proactive administrative support to the school leadership.

KEY RESPONSIBILITIES

Create a Warm and Inviting School Community

• Foster positive parent relationships with families and the local community.
• Start each day with cheerful welcome music, check-in students and follow up on any unexpected absences.
• Learn and regularly use students’ and parents’ names to build strong connections.
• Promote a safe learning environment (e.g. regular drills, safety equipment checks, and grounds check).

Achieve Enrollment Goals

• Educate & consult with future families on our program and services.
• Provide custom school tours by listening to understanding each family’s needs.
• Promptly follow up with prospective families after tours to assist with enrollment decisions and registration.
• Manage leads, schedule tours, and maintain records using SSH tools and lead management systems.
• Participate in school and community events as needed.

Manage School Communications

• Manage school communications, including weekly reminders, emails, and social media updates.
• greet all students, families, and visitors with enthusiasm.
• Answer the school phone and respond to emails promptly and professionally.
• Ensure timely communication regarding school closures and holidays.
• Provide support for parent inquiries related to registration, payments, or general information.
• Organize and coordinate parent volunteers as needed.

Provide Administrative Support to the School Director

• Maintain student and staff records in accordance with required standards.
• Monitor outstanding accounts and provide follow-up as needed.
• Keep class rosters and allergy information current for staff reference.
• Assist in planning and executing special events.
• Provide backup to Director & Assistant Director as needed.
• Attend training meetings and complete ad hoc tasks as needed.

KNOWLEDGE, SKILLS & ABILITIES

• Emotional Intelligence: Self-awareness, empathy, social skills
• Customer Service: Friendly and professional service to families, staff, and guests
• Organizational Skills: Efficient management of tasks, documents, and record-keeping systems
• Communication Skills: Clear, caring and persuasive verbal & written communication
• Technical Proficiency: Comfortable using Microsoft Office, email, and school databases
• Child Development Awareness: General understanding of early childhood development and education (preferred)
• Problem Solving: Able to handle daily challenges with sound judgment
• Time Management: Ability to prioritize tasks and meet deadlines in a fast-paced environment
• Attention to Detail: Accurate and thorough in all administrative duties
• Teamwork & Collaboration: Works well with others to create a positive school culture
• Confidentiality: Maintains discretion with sensitive information
• Flexibility: Adapts easily to changing priorities and needs

EDUCATION & EXPERIENCE REQUIREMENTS

• High school diploma or GED required, College coursework or degree a plus
• Minimum of 2 years of experience in administration, customer service, or sales
• Must be bilingual (English/Spanish)
• Proficiency in Microsoft Office

BENEFITS

• Dental & Vision Insurance
• Tuition Discount
• Paid Training
• Smiles & Hugs Daily