Office Manager

**Office Manager Job Description**

**About the role**:
Full time | 40 hours per week

This role is varied and busy (you will wear many hats) and you are working with a team who have a strong desire to help and assist and are willing to go the extra mile to ensure student, client, and community satisfaction.

Everyone rolls up their sleeves to help and so we would really like a like-minded person who is proactive, flexible and enjoys assisting the wider team.

You are highly motivated and have energy, passion, and the resilience to juggle multiple balls without breaking a sweat. You have effective communication skills and are super organised, logical and efficient.

Your outstanding customer service skills go without saying as does your professionalism, both in your conduct and presentation.

You will have a can-do attitude, great work ethic and have a proactive approach to achieve what needs to be done for the directorate. It is important that you can multitask and prioritise workflow, while understand the needs of the Principal, Directors, and wider teams, and have the ability to adapt to changing priorities at short notice while remaining friendly, resilient and professional.

This is an important role in our company with a lot of responsibility. You are the backbone of our school. We need you to conduct majority of the administrative and office management processes for our school, keep everything organised, know our policies inside out and ensure all administrative processes are running as well as they possibly can with a smooth, efficient service that meets the expectations and needs of staff, customers, and clients.

As an office manager - you will need to exercise the following traits:

- **Leadership** - leading staff, students, and parents from across the school to achieve organisational goals
- **Commitment** - Your commitment to the school, students and staff is vital
- **Communication** - ensuring communication is ongoing and effective between students, parents, and staff.
- **Initiative** - the ability to work alone to complete management and administrative duties and take the lead when hurdles arise, or tasks require completion
- **Planning** - staying ahead of the game and ensuring tasks for the future are clearly outlined for the team to follow and complete
- **Problem-solving** - adapting to an ever-changing environment and reacting quickly to meet challenges
- **Creativity** - pushing the boundaries with new and exciting ideas and concepts for staff, students, and the public to enjoy
- **Passion** - for dance, our school, its students, and clients.

**Specific job requirements**:

- Completing the **administrative processes** within the business and ensuring the internal policies, processes and structure enable the business to perform and grow at the expected rate.
- Processing student enrolments.
- Processing and coordinating private hire enquiries. This involves lessons, performances, and costume hire.
- Delivering costumes and uniforms to students in class during enrolment day.
- Payment reconciliation - processing student and private hire fees, company payments for hall hire and related expenses etc.
- Issuing fee penalties to students in class.
- Monitoring and maintaining school equipment, inventory supplies; orders replacement supplies as needed.
- Processing staff payments via payroll (xero).
- Creating, updating, and maintaining personnel records, financial records, and other records and databases.
- Updating school policies and documents.
- Scheduling company and staff calendar and updating as needed.
- Supporting staff in their administrative duties and requests. This involves preparing documents, contracts, and notices.
- Organizing studio scheduling, equipment, and cleaning.
- Preparing travel arrangements for students, parents, and staff; overseeing and preparing expense reports and budgets.
- Coordinating building and maintenance issues for general repair (heating and air conditioning, security, etc.) and updating (carpet cleaning, painting, etc.).
- Organizing and executing school shows, special functions, and social events - i.e., school prizegiving, team bonding events, class coffee groups etc.
- Organizing dance performances and shows.
- Purchasing computers, printers, supplies, and other equipment.
- Monitoring incoming and outgoing mail; signing for packages, receiving mail and packages from couriers, and delivering to proper recipient.
- Preparing correspondence, documentation, or performance materials
- Assisting other services (such as our board of directors, parents’ committees, or accountant) with administrative or clerical support.
- Acting as our webmaster, editing, and updating our website and social media channels as required.
- Management and execution of the **human resources** processes within the school
- Recruitment, selection and training of dance leaders, teachers, private hire staff and administrators.
- Providing ongoing mentorship and guidance to