Front Office Manager

Beta Academy•Houston, TX

10d

About The Position

Front Office Manager Beta is a Title I Schoolwide campus. I understand that part or all of this job could be funded with federal funds. Mission The mission of the Front Office Manager is to lead and develop front office staff who deliver consistent, joyful, and professional service to every family and guest. Through full implementation of Betas Rainbow Service Guidelines, the Front Office Manager ensures the front office operates calmly, safely, and efficiently and creates a strong first impression for all who enter the campus. Outcomes 1. Meet Customer Service and Rainbow Service Goals 100% of front office staff trained weekly on Rainbow Service Guidelines 100% of guest interactions follow Rainbow Service Guidelines expectations 4.9 average on guest experience surveys 100% of guest concerns documented and followed up within 24 hours Waiting room TV is on and playing approved Beta Academy videos during all guest visits Hallway welcome screen displays guest names and welcome messages for all scheduled guests Guest-facing interactions and spaces consistently reflect Betas standards for hospitality, professionalism, and brand presentation. 2. Meet Front Office Cleanliness, Organizational, & Safety Goals 100% front desk coverage during operating hours Zero unbadged visitors on campus 100% of guest visits logged accurately Zero front office safety protocol violations Front office environment remains clean, organized, and free of visible clutter at all times 3. Meet Front Office Staff Readiness and Coverage Goals Accurate front office schedules with zero uncovered shifts PTO tracked accurately with no payroll errors Daily front office opening and closing readiness completed without reminders 4. Meet Conference Room and Guest Space Readiness Goals Conference rooms and restrooms near the front office are clean Conference rooms fully set with appropriate seating, and ready for 100% of meetings and guest use Conference rooms are reset promptly between meetings Guests are escorted to conference rooms in a professional and welcoming manner Welcome cards and Beta notebooks prepared and placed for all scheduled guest and funder visits Snacks and bottled water are set in conference rooms prior to guest arrival 5. Meet Parent Interest Meeting Experience Goals Front office prepared and welcoming for 100% of Parent Interest Meetings Materials, signage, and hospitality ready prior to each meeting Positive first impression feedback from prospective families 6. Meet Enrollment Execution and Waitlist Management Goals Enrollment waitlist is actively monitored and maintained Families are contacted promptly when seats become available Open seats are filled without unnecessary delay Enrollment, transfer, and readmission documentation is completed and routed accurately to supervisor

Responsibilities

Mission, Vision, and Core Values Models Betas mission, vision, and values in all interactions
Sets the tone for professionalism, warmth, and urgency at the front door
Upholds a culture of honor, accountability, and service
Protects a calm, respectful, and welcoming campus environment
Front Office Experience and Daily Operations Oversees all front office operations and daily flow
Ensures the front office Open / Closed sign is displayed correctly at all times based on office operating status.
Ensures the guest satisfaction sign is displayed clearly and visibly in the front office at all times during operating hours.
Ensures visitors are greeted promptly and professionally
Ensures phones are answered promptly and accurately
Actively monitors visitor flow and badge compliance throughout the day and corrects issues immediately.
Ensures the waiting room TV is on and playing approved Beta Academy videos during operating hours.
Manages arrival, dismissal, late arrivals, and early pick-ups from the front office perspective
Welcomes substitute teachers upon arrival and ensures they are fully prepared for the day, including issuing substitute binders, reviewing emergency protocols, and directing them to their assigned classrooms
Reports to Principal Secretary when a scheduled substitute has not arrived by the start of the school day
Maintains a clean, organized, and welcoming front office
Oversees seasonal and event decor to ensure it is clean, modern, and aligned with Beta values
Ensures decor is removed, cleaned, and stored immediately following events
Maintains a clutter-free front office with no coats, jackets, blazers, or personal items hanging on chairs or visible in work areas.
Submits facility and IT repair tickets promptly
Rainbow Service Implementation Plans and facilitates weekly Rainbow Service training for front office staff.
Models Rainbow Service consistently in daily interactions
Observes, inspects, and reinforces Rainbow Service behaviors
Coaches staff in real time and addresses gaps immediately
Ensures Rainbow Service is consistently experienced by families and guests
Front Office Staff Leadership Supervises front office administrative staff
Creates and manages front office schedules and coverage plans
Ensures breaks and absences are covered without service disruption
Conducts daily readiness checks before doors open and closing checks at end of day
Provides coaching, feedback, and accountability for performance
Builds a positive, professional, and supportive team culture
Conference Room and Guest Space Readiness Ensures conference rooms near the front office are clean and ready prior to meetings
Ensures conference rooms are set each morning with the appropriate number of chairs at the same height based on scheduled meetings and expected guests.
Resets conference rooms between meetings as needed
Ensures restrooms near the front office are clean, stocked, and ready for guest use.
Escorts guests to conference rooms and ensures a professional experience
Coordinates handwritten welcome cards and Beta notebooks for scheduled guest and funder visits
Ensures snacks and bottled water are set in conference rooms prior to guest arrival
Parent Interest Meetings Supports Parent Interest Meetings from a front office execution perspective
Ensures front office setup, materials, signage, and hospitality are prepared in advance
Greets prospective families and ensures a welcoming first impression
Supports follow-up needs as directed
Enrollment Execution and Waitlist Management Supports enrollment execution from the front office perspective
Ensures enrollment tasks assigned to the front office team are completed accurately and on time
Maintains and actively monitors the campus enrollment waitlist
Contacts families promptly when seats become available
Coordinates with campus leadership to fill open seats as soon as capacity allows
Tracks enrollment openings and follow-up communication to prevent delays
Ensures enrollment, transfer and readmission documentation is completed and routed appropriately
Documentation and Professional Standards Maintains systems and checklists so front office standards are consistently met even during staff absences.
Ensures all guest visits are logged accurately
Maintains front office logs and documentation
Ensures documentation is completed same day when required
Protects confidentiality of scholars, families, and Magic Makers
Adheres to all board policies, handbooks, and SOPs
Adheres to and models all employee handbook expectations, including professional dress and appearance standards
Places orders only after required approvals are received
Tracks order status and follows up to ensure timely delivery
Maintains purchasing documentation and receipts
Does not approve purchases or commit funds outside of assigned authority.
Performs other duties as assigned by campus leadership