Job Description

This position is for an Office Manager who will assume a variety of responsibilities critical to the efficient operation of the company.

Responsibilities:

Reception

• Greet visitors to the office
• Answer and direct phone calls
• Speak to clients and tutors and answer questions and/or address concerns, if applicable
• Read and respond to emails in a timely manner

Office Management

• Maintain the overall organization and presentation of the office
• Order supplies and materials, including print orders for tutor and student books, office supplies, textbooks, etc.
• Manage the president’s schedule and assist with daily duties
• Coordinate tutoring sessions between clients and tutors; cancel and reschedule sessions, as needed
• Review comments logged by tutors and inform the President of concerns and successes

Human Resources

• Post ads for tutor vacancies, review applications, conduct phone screenings for selected candidates, review phone interviews with the President, and schedule follow up interviews
• Manage all new employee documents and create employee accounts
• Administer certification testing to candidates
• Coordinate new employee training

Accounts Receivable and Payable

• Utilize QuickBooks to manage employee and client accounts
• Import client invoices and run payments
• Review tutor invoices and utilize payroll software to assist in processing payroll

Test Coordinator

• Schedule student diagnostic and practice testing in the office
• Arrange a proctor to administer tests on the weekend and/or administer tests in the office during the week
• Prepare all testing materials and provide clear instructions to proctors
• Create score reports in Excel and score tests; report results to company president, tutors and parents
• Organize student data and monitor student progress

Qualifications

Candidates must:

• Possess a bachelor’s degree in human resources, education, or a closely related field
• Have two years’ prior experience in a similar role; proficiency with Microsoft Office, QuickBooks, and Google Docs is a plus
• Demonstrate remarkable communication and customer service skills
• Have exceptional organizational and time management skills
• Pay very close attention to detail
• Be responsive and timely with communication from president, clients and tutors
• Be a self-starter: take initiative to learn and accept additional responsibilities
• Respond well to direction and accept constructive criticism
• Possess the ability to work independently and prioritize tasks
• Be willing to score tests on some Saturdays and respond to urgent emails/texts/calls on weeknights and weekends
• Be dedicated to the mission of the company and committed to its efficiency and success