Business Services Office Manager

Job Description

Job Description

Business Services Office Manager (Part-Time)

Location: Pleasanton, CA (On-Site)
Company: Olympus College Prep, LLC
Industry: Education / Academic Services

About Us

Olympus College Prep is a premier tutoring, test preparation, and college counseling center dedicated to helping students achieve academic excellence and gain admission to top universities. We pride ourselves on personalized support, high-quality instruction, and strong client relationships.

Position Overview

We are seeking a highly organized, detail-oriented Office Manager to oversee daily operations, client communications, and administrative systems. This role is critical in ensuring a smooth experience for students, families, and tutors while supporting the company’s growth and operational excellence.

Key Responsibilities

Operations & Administration

• 
  Serve as the primary point of contact for all calls, emails, and texts
• Manage client onboarding, including forms, scheduling, and tutor matching
• Maintain and update client databases and records
• Coordinate meetings, events, and internal communications
• Ensure office organization & scheduling

Client Relations

• 
  Provide exceptional service to students and families
• Conduct quarterly client satisfaction check-ins
• Follow up on leads and inquiries promptly
• Coordinate onboarding and ensure timely tutor-client connections

Financial & Systems Management

• 
  Manage invoicing using QuickBooks and client payments using ADP
• Track and follow up on outstanding invoices
• Process payroll and verify employee timecards
• Maintain accurate financial and administrative records

Quality Control & Team Coordination

• 
  Monitor tutoring quality and ensure session standards are met
• Track student progress and assist with reporting
• Coordinate with tutors and internal staff for performance alignment
• Support marketing efforts by gathering student success content

Schedule

• 
  Monday–Thursday: 2:00 PM – 7:00 PM
• Sunday: 10:00 AM – 3:00 PM

Compensation & Benefits

• 
  $36.50/hour (after training & probation period at $30/hr)
• Paid twice monthly
• Paid vacation and sick leave (per policy)
• Eligibility for medical, dental, vision, and 401(k) benefits after probation

Qualifications

• 
  Previous administrative, office management, or operations experience preferred
• Strong organizational skills
• Excellent written and verbal communication
• Experience with CRM systems, scheduling tools, or payroll systems (ADP & Quickbooks preferred)
• Ability to manage multiple priorities in a fast-paced environment
• High attention to detail and problem-solving skills

How to Apply

Please submit your resume and a brief cover letter outlining your experience and interest in the role.