Office Coordinator

Small Fish Big Fish Swim School and Sweet Peas Gymnastics•West Palm Beach, FL

21h•Onsite

About The Position

The Office Coordinator role at Small Fish Big Fish Swim School will be responsible for all front desk operations which include but are not limited to, computer program database management, class scheduling, inventory, and lesson metrics. At times, the office coordinator will be asked to perform ad hoc reception and marketing administrative duties as well as Human Resources. This role reports to The Office Manager.

Requirements

Computer program database management
Class scheduling
Inventory management
Lesson metrics tracking
Reception duties
Marketing administrative duties
Human Resources assistance

Nice To Haves

Experience in a similar role

Responsibilities

Set weekly student enrollment goals and ensure that staff is aware of attendance metrics and available openings on a daily basis
Monitor daily phone logs, close reports, etc into an executive summary email for senior management on a daily basis
Ensure that front desk policies and procedures are followed and adhered to.
Review return call log on a daily basis and ensure all client calls and inquiries are answered within 24 hours
Responsible for addressing scheduling change and makeup lessons requests from clientele
Ensure that any changes made by the front desk staff are accounted for and are appropriate
Ensure monthly charges are correct before being processed
Responsible for boutique inventory and notify when products need to be reordered
Alert Director of Operations when additional supply ordering is required
Run daily, weekly, monthly, and yearly reports in a computer program as required and prepare ad hoc reports for senior management as needed
Ensure and create front desk staff “scripts” for answering customer inquiries
Check all outstanding accounts weekly
Assure front desk tracks promotional offers and turns in reports and make sure all promotional material (brochures, promo cards) are properly displayed.
Assist in some marketing and social media and Human Resources
Assist as needed in other ad-hoc duties