Music School Office Manager - Full Time

Job Description

Job Description

Benefits:

• 401(k)
• Bonus based on performance
• Dental insurance
• Health insurance

Office Manager (Full-Time)Encore Music | South Pasadena, CA

Lead a team. Support families. Help hundreds of students thrive through music.

At Encore Music, we believe music lessons change lives. For over a decade, we've helped students of all ages build confidence, discipline, creativity, and joy through exceptional music education. Today, we proudly serve over 500 weekly students across our South Pasadena and San Marino locations.

We're looking for a highly organized, people-focused, and proactive Office Manager to help lead our front office operations and support our growing team. This is an excellent opportunity for someone who enjoys leadership, operations, customer service, problem-solving, and creating exceptional experiences for families.

If you're the type of person who loves creating order, supporting a team, building relationships, and making sure things run smoothly behind the scenes, we'd love to meet you.

Why Join Encore Music?

• Full-time, stable position with growth opportunities
• Leadership role within a growing local business
• Positive, family-oriented workplace culture
• Meaningful work helping students and families succeed
• Paid time off
• Health reimbursement benefit through QSEHRA
• Dental insurance options
• Performance-based bonuses
• Weekly paid music lesson
• Supportive leadership and comprehensive training
• Work in an energetic environment filled with music and creativity

Compensation & Benefits

Starting Pay: $22-$25 per hour

Benefits Include:

• Up to $200/month Health Insurance Reimbursement through Encore Music's QSEHRA program
• 40 hours of Paid Time Off (PTO) annually
• Dental Insurance through AFLAC
• Performance-based bonus opportunities
• Paid weekly 30-minute music lesson
• Professional development and advancement opportunities

Schedule

Regular Schedule:

Monday–Friday, 12:00 PM – 8:00 PM
Approximately 40 hours per week

Saturday On-Call Expectation

The Lead Office Staff serves as the designated on-call administrative contact on Saturdays in the event of administrative staff absence, illness, emergency, or unexpected scheduling coverage needs.

While Saturday work is not part of the regular weekly schedule, reasonable availability to provide support or coverage when necessary is a requirement of this leadership position. Our Saturday hours are 8am-4pm.

Position Overview

The Lead Office Staff serves as a key operational leader within Encore Music. This individual helps oversee daily office workflow, supports and coordinates office staff, ensures high-quality customer service, and assists leadership with the successful execution of day-to-day operations.

This role is ideal for someone who enjoys balancing people leadership with administrative excellence and who takes pride in helping a team perform at its best.

Key Responsibilities

Office Operations

• Oversee daily office workflow and front desk operations
• Ensure administrative processes are completed accurately and on time
• Assist with scheduling and operational coordination
• Support enrollment, billing, customer service, and administrative systems
• Maintain organization of records, communications, and office procedures

Team Leadership

• Support, coordinate, and assist office staff
• Serve as a primary resource for office-related questions
• Help maintain consistency in policies, procedures, and communication standards
• Foster a positive, collaborative, and productive work environment
• Support leadership initiatives and operational improvements

Family & Customer Experience

• Provide exceptional customer service to students and families
• Maintain prompt and professional communication standards
• Help resolve questions and concerns effectively
• Ensure a welcoming and positive front office experience

Recitals & Administrative Accuracy

• Ensure accuracy and completion of recital tracking, reporting, and sign-up records
• Coordinate with faculty and office staff regarding recital administration
• Support special events, projects, and seasonal initiatives

Our Ideal Candidate

You are someone who:

• Loves helping people and building relationships
• Is naturally organized and detail-oriented
• Thrives in a fast-paced environment
• Enjoys leadership and supporting a team
• Communicates clearly and professionally
• Takes ownership and follows through consistently
• Is calm under pressure and solutions-focused
• Enjoys creating systems and improving processes
• Can balance multiple priorities effectively
• Brings positivity, professionalism, and reliability to work every day

Qualifications

Required

• Minimum 2 years of experience in administrative, office management, customer service, operations, or leadership roles
• Strong written and verbal communication skills
• Excellent organizational and time-management abilities
• Strong computer and typing skills
• Reliable transportation
• Ability to maintain professionalism and confidentiality
• Experience multitasking in a fast-paced environment

Preferred

• Office management experience
• Team leadership or supervisory experience
• CRM or scheduling software experience
• Event planning or coordination experience
• Customer service leadership experience

Systems We Use

• Gmail
• Canva
• NetScore
• Opus
• Google Workspace

Training will be provided on all company-specific systems and procedures.

About Encore Music

Encore Music is one of the area's fastest-growing independent music schools, serving families throughout South Pasadena, San Marino, and surrounding communities.

We are known for our exceptional customer service, highly qualified teachers, organized systems, and strong community culture. Our administrative team plays a critical role in supporting students, families, and instructors while helping deliver an outstanding music education experience.

We believe great teams create great experiences. That's why we invest heavily in training, support, systems, and professional development for every member of our staff.

Application Process

Please include a brief cover letter addressing:

• Your experience leading or supporting a team
• Your experience managing multiple priorities in a fast-paced environment
• Why you're interested in working at Encore Music
• What makes you a great fit for this role

Qualified applicants will be contacted for interviews.

Position Open Until Filled
Start Date: Immediate

Applicants must be willing to undergo a background check in accordance with applicable laws and regulations.

Job Type: Full-Time

Pay: Starting at $22-$25 per hour

Regular Schedule:
Monday–Friday, 12:00 PM – 8:00 PM
Approximately 40 hours per week

Saturday On-Call Expectation

Work Location: In Person – South Pasadena & San Marino, CA