Part-Time Front Desk & Office Associate

Job Description

Job Description

Part-Time Front Desk & Office Associate — Encore Music (South Pasadena / San Marino)

Thank you for your interest in joining our music team! We want to make sure we're a good fit for each other, so please read the details below before you apply.

ABOUT THE ROLE
This part-time role averages about 24 hours a week. It's the heart of our front desk during the busy after-school rush, when families arrive, phones ring and new students come in to try a lesson. You'll welcome families, follow up with prospective students, help set up our workshops, and cover the front desk every other Saturday.

We're looking for a friendly, outgoing, reliable person with great follow-through who loves helping people, especially kids and families. You'll be joining a local family business and a welcoming, supportive and fun admin team.

KEY RESPONSIBILITIES

Front Desk Coverage

• Be the second front desk person during the after-school rush at our studio
• Greet students and parents, and assist them in person, by phone and by email
• Cover the front desk during other staff members' meal breaks
• Keep the lobby and front desk organized and welcoming

Prospect Outreach & Enrollment

• Follow up with prospects and inquiries about lessons, scheduling and enrollment to help meet enrollment goals
• Book trial lessons and turn interested families into enrolled students
• Process new student enrollments and enter data accurately

Workshop Organization & Set-Up

• Help organize and prepare for student workshops and events
• Set up and break down rooms, materials and signage
• Welcome families and help workshops run smoothly

Saturday Coverage

• Run the front desk every other Saturday

General Office Duties

• Manage private lesson schedules and make schedule changes
• Respond promptly to messages from students, parents and teachers
• Work towards new student outreach and registration goals
• Assist with other projects and tasks as assigned

SCHEDULE

• Monday, 1pm–8:15pm 
• Wednesday, Thursday and Friday, 2pm–6pm 
• Every other Saturday, 7:45am–4pm 
• Averages about 24 hours/week (about 20 hours one week and 28 the next), with room to grow based on performance
• Saturday availability every other week is required

WHAT WE'RE LOOKING FOR

• A naturally friendly, outgoing personality
• Loves working with and helping people of all ages, especially kids
• Great phone skills and customer service experience
• Inbound "soft" sales experience is a plus: you enjoy helping a curious parent become an enrolled family
• Stays calm and organized when things get busy
• Great follow-through and memory
• Very detail-oriented, especially with scheduling and data entry
• Comfortable handling difficult customer service situations gracefully
• Works well as part of a team
• Event planning experience is a plus
• Loves kids and music!

BASIC REQUIREMENTS

• At least 1 year of experience in a fast-paced customer service, sales or front desk role
• Reliable transportation (the role includes shifts at both locations)
• Strong computer and typing skills
• Strong written and verbal communication skills
• Timely and reliable
• Available every other Saturday
• Willing to undergo a background check, in accordance with local laws/regulations

SYSTEMS WE USE
Gmail • Opus • Netscore • Google Sheets

BENEFITS

• Paid time off, accrued annually, with increases for meeting goals
• Dental insurance through AFLAC
• Discounted health insurance options through AFLAC
• Monthly bonus for reaching enrollment goals
• Hours can increase up to 40/week based on performance
• Get paid to take one 30-minute music lesson per week
• Holidays off
• A fun, people-first place to work, full of happy kids, music and musicians!

TRAINING PROVIDED
Our training program combines in-person sessions, online videos, interactive activities, handouts and "cheat sheets," and a welcome packet. Training takes about two weeks, and we coach and support you patiently the whole way through. We guarantee you'll never get more supportive, fun, creative or thorough training at any new job!

OUR STORY
Encore Music is a growing independent music school in South Pasadena and San Marino with over 500 weekly private students. We're an energetic, innovative school with a friendly community of highly qualified instructors and admin staff. Our team handles marketing, enrollment, scheduling, billing, recitals, special projects and much more. We build a strong sense of community and teamwork, and we care deeply about the quality of music education and mentoring our students receive.

HOW TO APPLY
Please include a short cover letter that covers:

• Your experience multitasking in a fast-paced environment
• Your customer service or sales experience
• A short description of your attitude and philosophy toward kids and music education

We will contact qualified candidates for interviews. The position is open until filled, with an immediate start.

Job Type: Part-time
Pay: $22.00 per hour
Expected Hours: About 24 per week
Work Location: In person