Corporate Office Manager

Job Description

Job Description

GENERAL OVERVIEW OF JOB

The Corporate Office Manager is responsible for overseeing the daily operations of the Corporate Office while ensuring administrative excellence, organizational efficiency, and exceptional customer service throughout St. Mary's Montessori School.

This position serves as the primary administrative leader for the Corporate Office and coordinates support functions between Human Resources, Admissions, School Leadership, vendors, and executive leadership. The Corporate Office Manager ensures operational consistency, maintains corporate records, manages administrative staff, coordinates special projects and events, and develops systems that improve efficiency throughout the organization.

The Corporate Office Manager exercises sound judgment, maintains strict confidentiality, and represents the organization professionally when interacting with employees, families, vendors, licensing agencies, and members of the public.

RESPONSIBILITIES AND DUTIES

The essential functions of this job and the tasks required to support them.

1. Students & Parent Relations:

• Consistently strive to meet all responsibilities of customer service, guiding and nurturing the corporate office and school community.
• Demonstrate an understanding/knowledge of basic Montessori philosophy.
• Function as a reference person and exemplar for students, families and staff.
• Recognize and respect appropriate parent/ student/ staff confidentiality.
• Possess strong conflict resolution skills and the ability to handle difficult situations with professionalism and composure.
• Process student change of schedule and tuition on ProCare.

2 Responsibilities and Duties

• Supervise Corporate Office administrative staff, receptionists, and clerical personnel.
• Delegate administrative responsibilities and monitor completion.
• Train new administrative employees.
• Develop office procedures and standard operating guides.
• Cross-train staff to ensure continuity of operations.
• Evaluate administrative processes and recommend improvements.
• Proficiently use Microsoft Office Suites (Word, Excel, PowerPoint, Outlook) for various administrative tasks.
• Assist with clerical work, including filing confidential documents, photocopying, and data entry.
• Maintain and update school records and databases accurately.
• Maintain a tidy, clean and organized reception area/front entry.
• Schedule and coordinate appointments and meetings
• Monitor the front desk which includes, answering phone, scheduling appointments, typing minutes, organizing office files, taking messages, ensuring security measure are followed when guests and visitors come to the office.
• Maintain and update all student records in compliance with Community Care Licensing [CA Title 22]
• Provide the highest level of customer services to maintain strong relationships with our families and staff.
• Help manage all school vendors and assist in keeping their records up to date
• Serve as a liaison between parents, teachers, and administration, ensuring clear and effective communication.
• Enter received payments in ProCare.
• Prepare and distribute school & corporate communications, such as newsletters, emails, and announcements.
• Uphold St. Mary’s policies and procedures, always maintaining a high level of confidentiality and professionalism.
• Audit files, paperwork, materials consistently through Microsoft Office Suites (Word, Excel, Planner) ensuring it is up to date
• Maintain sanitary standards for self and staff.
• Maintain accurate records of families, students and staff.
• Responsible for corresponding with outsourced teams to troubleshoot basic IT issues, which are often part of administrative roles (e.g., ProCare systems, TNN, IDS, etc.)
• Ability to clarify the distinction between daily and occasional tasks to help prioritize duties and responsibilities.
• Run errands for corporate office or schools as needed. This includes shopping, pickups, and drop offs of various items at different locations stores.

4. Other Staff Duties.

• Support Corporate, Director of Education, Head of School and Assistant Director in preparation for meetings, workshops, staff and school events as directed.
• Consistently and regularly attend work as scheduled.
• Complete other duties as assigned by the Head of School /Assistant Director/ Corporate Staff.
• Assist with the cleanup and maintenance of office areas as needed.
• Attend scheduled Staff meetings, workshops, open houses and parent events as requested.
• Be able to step in and assist at the schools reception area in order to meet student-to-staff ratios.
• Fill in for school receptionist as needed.
• Draft corporate correspondence.
• Prepare newsletters.
• Coordinate employee announcements.
• Develop presentations.
• Assist with company policies and procedures.
• Maintain communication templates.
• Ensure branding consistency across company materials.

Employees may be assigned additional duties and responsibilities beyond their job description as needed. These duties may vary from time to time. Such assignments are expected to be within the employee's skills and capabilities and contribute to their professional development.

REQUIREMENTS

EDUCATION / WORK EXPERIENCE:

The MINIMUM required to perform this position.

• High School Diploma. College degree preferred.
• 1-5 years of experience in a receptionist or administrative role
• Experience working in a preschool or educational setting preferred but not required
• Basic knowledge of childcare regulations and policies
• Proficiency in Microsoft Office Suite and basic computer skills. (Mandatory)

ABILITIES AND SKILLS:

Special abilities the position requires.

• Flexible/adaptable to constant change.
• Work independently with minimal supervision.
• Ability to prioritize, organize and plan work under own initiative.
• Strong tact and diplomacy; interacts with and works cooperatively with students, parents, and staff.
• Skill in obtaining, clarifying, and exchanging information
• An understanding of relevant school policies and procedures.
• Strong organizational skills and attention to detail.
• Analytical and problem-solving skills.
• Computer skills including the ability to spreadsheet and word processing programs at a highly proficient level.
• High volume of task management, excellent communication, and interpersonal skills.
• Willingness to learn and utilize design tools (such as Canva) to create flyers, newsletters, and visual content.

PERSONAL ATTRIBUTES:

• Be honest and trustworthy
• Be respectful
• Possess cultural awareness and sensitivity
• Be flexible, have initiative, and reliable
• Demonstrate sound work ethics
• Able to request additional training in areas that need improvement.

MENTAL AND PHYSICAL DEMANDS:

The mental discipline and physical requirements that occur regularly in performing the job duties.

• Reading/interpreting • Customer service • Driving company vehicle

instructions • Reasoning/judgment • Problem-solving

• Language skills • Carrying • Repetitive motion

• Detailed work • Standing • Reaching

• Confidentiality • Kneeling • Sitting

• Basic Math • Attendance • Lifting 10-40 lbs.

EXPOSURE TO:

• Moderate hazards (cleaning chemicals/ MSDS provided in breakroom)

• Childhood illnesses

• Heat/cold

• Noise

SUPERVISION:

The amount of supervision this position requires: Daily/Limited Supervision

CONTACT WITH OTHERS:

External Contacts Frequency

Parents Regularly

Government/state Agencies Rarely

Internal Contacts Frequency

Administration Regularly

Staff & Students Regularly

1. Reporting Responsibilities

Reports to

Executive Staff

The above information is intended to describe the most important aspects of the position. It is not intended to be

construed as an exhaustive list of all responsibilities, duties, and skills required in order to perform the work.