Operations Coordinator

Own complex timetable operations for creative education at scale

At the core of a fast-scaling music education business, the Operations Coordinator ensures every lesson, instructor, and student interaction runs with consistency and control. This role safeguards the quality of service delivery at scale, directly influencing student retention and operational efficiency. Through Emapta, it offers a long-term global career designed for top 1% talent, supported by premium benefits, international exposure, and a high-performance environment built for sustained growth.

About the Client

Our client is a well-established and fast-growing music school based in Northern Ireland, recognized for redefining how music is taught through a balance of structure and creative freedom. They specialize in singing, guitar, bass, piano, and drum lessons, helping students of all levels build confidence and expressive skill. With a strong community-driven approach and a reputation for engaging, high-quality instruction, they have built a loyal student base and continue to expand their reach as a trusted destination for modern music education.

Key Responsibilities

Scheduling & Timetable Management

• Manage scheduling for approximately 350 weekly clients, including reschedules, swaps, cancellations, and make-up lessons
• Coordinate solo lessons and group lessons with multiple students per session
• Prevent double bookings across three physical teaching rooms and multiple instructors
• Optimize schedules to maximize efficiency and minimize gaps

Student Coordination & Communication

• Communicate with clients via WhatsApp (text only)
• Respond to inquiries, changes, and scheduling requests promptly
• Apply policies clearly and consistently, including cancellations and attendance
• Maintain a friendly, warm, and organized tone in all communications

Records & Administration

• Track student absences, holidays, and school or studio closures accurately
• Maintain clear and well-documented student notes, including scheduling context and dated updates
• Ensure all records remain consistently updated and easy to follow

Instructor & Operations Coordination

• Align student bookings with instructor availability
• Coordinate schedule changes without disrupting other lessons
• Support smooth day-to-day lesson flow across all teaching rooms

Tools You'll Use

• Use My Music Staff for student records, billing, scheduling, and notes
• Use Google Sheets for lead tracking and operational coordination
• Use WhatsApp as the primary client communication channel

What This Role Really Involves

• Manage constant schedule changes throughout the day
• Handle last-minute cancellations and adjustments
• Balance the needs of students, parents, and instructors
• Maintain accuracy across a high-volume timetable

Qualifications

• 1 to 3 years of experience managing complex scheduling or booking systems
• Strong background in accurate record-keeping
• Experience with tagging and status updates
• Experience following structured, multi-step workflows
• Ability to handle high-volume coordination with minimal errors

Communication Requirements

• Friendly, warm, and organized tone
• Flawless spelling and grammar
• Ability to use templates while sounding natural and human
• Ability to adapt tone based on the situation
• Strong judgment in handling policy-based messaging, including cancellations, attendance issues, and rescheduling rules

Key Traits for Success

• Highly organized and detail-oriented
• Ability to manage hundreds of moving schedule elements
• Calm and solution-focused under pressure
• Proactive in resolving conflicts and preventing issues
• Comfortable working independently in a remote setup

Technical Skills

• Proficiency in Excel

Role Snapshot

Employment Type: Full-time
Shift: Day shift (Monday to Friday 9:30 AM - 6:30 PM UK | 10:30 AM - 7:30 PM CEST), Weekends Off
Work Setup: Work From Home/Remote

Benefits

• Private Medical Insurance
• Access to Sportmaster
• Work from home arrangement
• Day shift schedule
• Career growth opportunities
• Global career exposure
• Diverse and supportive work environment
• Unlimited upskilling through Emapta Academy courses (Want to know more? Visit: )

Who Are We

EMAPTA is proud to be recognized as a leading Global company with a steadfast commitment to excellence in outsourcing solutions. As part of our ambitious expansion strategy, we are thrilled to announce our entry into Macedonia, a country brimming with immense potential and a talented workforce. We firmly believe in the abilities of the Macedonian people and are eager to contribute to the country's growth and development.

With our entrance into Macedonia, EMAPTA offers an exciting opportunity for professionals to work with a truly global company while enjoying the benefits of a local Macedonian office and support team. We are dedicated to bridging international expertise with local talent, empowering both businesses and communities to grow together on the global stage.

#EmpoweringPeople #EmaptaEra