Front Office Coordinator

Front Office Coordinator Oklahoma Swim Academy Edmond, OK Job Details Part-time $16 - $24 an hour 16 hours ago Benefits Flexible schedule Qualifications Computer operation Sales Computer literacy Administrative experience Organizational skills Customer support Multi-line phone systems Full Job Description Job Summary We are seeking an energetic and highly organized Front Office Coordinator to be the welcoming face of our organization. In this vital role, you will manage front desk operations, coordinate administrative tasks, and provide exceptional customer support. Your proactive approach and excellent organizational skills will ensure smooth daily operations, creating a positive experience for visitors, clients, and team members alike. This position offers an exciting opportunity to showcase your office management and sales expertise in a dynamic environment where your contributions truly make a difference. Duties Greet visitors, clients, and vendors warmly and professionally, ensuring a positive first impression. Manage multi-line phone systems, directing calls efficiently and courteously while maintaining excellent phone etiquette. Handle all front desk responsibilities including scheduling appointments, managing calendars, and coordinating meetings. Operate proficiently in Google Workspace tools. Maintain accurate records through data entry, proofreading documents, and updating databases . Support office management tasks including supply inventory and maintaining a clean and organized reception area. Provide administrative support such as supporting customer service efforts, and assisting with clerical, leads and reporting duties to ensure seamless office operations. This position entails 20-40 hrs based on need and seasonality of the business. Monday-Friday between 8am-7pm and Saturdays between 8am-1pm. Primary responsibilities include, may change or increase with the seasonality of the business, but are not limited to: Obtain a CPO certificate. Office Coordinator trains and mentors office team members The Office Coordinator is responsible for the front desk staffing scheduling and coverage of shifts when needed. Office Coordinator is responsible for daily, weekly and monthly sales performance and revenue standards and reporting. Office Coordinator first point of contact for front desk scheduler questions and first level of escalation for customer issues Office Coordinator is responsible for the scheduling team and their management of all electronic files and reporting. Office Coordinator is responsible for communicating with the scheduling team outlining priorities, goals and tasks required for the day, week and month. Office Coordinator is responsible for providing the OSA standard of excellent customer service including troubleshooting and problem solving all scheduling related issues. Office Coordinator is responsible for any instructor changes as it relates to scheduling. This includes but is not limited to: switching out instructor names in ICP when necessary in a timely manner (timely=within one shift of the schedulers being notified that an instructor has dropped a shift or a minimum of 90 minutes before the next shift begins). Office Coordinator is responsible for ensuring that inbound calls of any kind are answered within 2 rings, and any emails are responded to within 15 minutes at all times during business hours. Office Coordinator is responsible for ensuring the quality of the customer experience while speaking with the OSA scheduling team. Office Coordinator is responsible for the scheduling team tasks which include but are not limited to continuous updates of detailed family and student records including confidential information in ICP. Office Coordinator is responsible for the scheduling team and the appropriate mass communication to customers during pool closures. (Appropriate=any pool closures must be communicated to families within 15 minutes of the scheduling team being notified. Notified=mass emails from ICP as well as calling each family individually who has a class within 90 minutes of the closure time). Office Coordinator is responsible for the scheduling team resolving scheduling conflicts, make-up slots, switching breaks, future drops and schedule change requests professionally and timely. Experience Proven experience in office administration or front desk sales roles within a professional environment. Strong computer literacy with proficiency in Google Workspace, and familiarity with scheduling systems like IclassPro. Excellent organizational skills with the ability to multitask efficiently while managing time effectively. Prior experience in customer service, sales and team support roles demonstrating strong communication skills. Bilingual abilities are highly desirable to serve diverse client needs effectively. Knowledge of swim school industry is a plus but not required; relevant clerical or administrative experience is essential. Demonstrated ability to operate in a service based team environment. This Front Office Coordinator role is paid and is an engaging role where your organizational talents shine! If you thrive on helping others and excel at managing multiple responsibilities with enthusiasm and professionalism, we want to hear from you!

Pay:

$16.00 - $24.00 per hour

Benefits:

Flexible schedule

Work Location:

In person