What are the responsibilities and job description for the Operations Coordinator position at Wonder Years Portraits LLC?
Role Overview
The Operations Coordinator is the logistical engine of our school photography business. This role works with the Operations Manager and is split into two critical functions: Project Coordination, where you will manage student data and scheduling for school picture days, and Financial Administration, where you will manage the bookkeeping, data verification, and reporting that keeps our business running.
The ideal candidate is a "data detective" who enjoys solving puzzles, meeting strict deadlines, and maintaining impeccable records.
Key Responsibilities
1. Picture Day Operations & Logistics
- Data Integration: Collect student/staff rosters from schools and merge them with online signup data. Ensure every student is correctly identified to guarantee a seamless photo-to-student match.
- Enrollment Analysis: Gather precise enrollment numbers by class and grade to calculate photography time requirements.
- Master Scheduling: Create and distribute detailed picture day schedules to schools, ensuring minimal classroom disruption and maximum photographer efficiency.
- School Liaison: Act as the primary contact for school administrators to resolve scheduling conflicts and data discrepancies.
2. Financial Records & Bookkeeping
- Financial Data Management: Classify, code, and summarize financial data using journals and ledgers. Enter data accurately into the ERP system and spreadsheets.
- Audit & Verification: Verify the accuracy of figures, postings, and documents. Audit financial and statistical reports for errors before distribution.
- Cash Management: Organize and secure all cash and cash equivalents (checks/money orders) according to company policy.
- Reporting: Prepare and distribute payroll, auditing, and financial reports. Assist with month-end and period-end closing procedures.
3. Daily Administrative Support
- Data Entry: Maintain up-to-the-minute records in the ERP system and Excel workbooks.
- Office Maintenance: Handle essential clerical tasks including filing, sorting, copying, and scanning sensitive documents.
- Communication: Manage incoming calls with professional phone etiquette, assisting parents and school staff with inquiries.
Required Skills & Qualifications
Technical
Proficiency in Microsoft Excel (vlookups, data cleaning) and Microsoft Word.
Problem Solving
Strong ability to resolve data mismatches and logistical overlaps independently.
Detail Oriented
A keen eye for "transposition errors" and discrepancies in large datasets.
Time Management
Proven ability to work toward hard deadlines (Picture Day doesn't wait!).
Communication
Professional phone etiquette and clear written communication skills.
Software Proficiency
Ability to learn industry-specific software (e.g., GotPhoto, Kodak DP2, Odoo/CRM).
Physical & Mental Demands
- High volume of data entry and computerized financial analysis.
- Ability to switch tasks quickly between administrative duties (phones/filing) and deep-work tasks (auditing/scheduling).
Job Types: Full-time, Part-time
Pay: $18.00 - $22.00 per hour
Benefits:
- Dental insurance
- Employee discount
- Flexible schedule
- Health insurance
- Paid time off
- Professional development assistance
- Vision insurance
Pay may depend on skills and/or qualifications
Work Location: In person
Salary : $18 - $22