Operations Coordinator Tutor Zone Whittier, CA Job Details Part-time $22 an hour 1 day ago Qualifications Email customer support Interpersonal skills Phone communication Process improvement Executive administrative support Experience working with children Attention to detail Office phone management Full Job Description Position Overview The Client Services & Operations Coordinator plays an important role in creating an organized, responsive, and welcoming experience for both families and staff. This position serves as a key point of contact for prospective and current families, while also supporting the daily scheduling and operational needs of the tutoring center. The ideal candidate is highly organized, an excellent verbal and written communicator, comfortable working independently, and able to think creatively when helping families find scheduling solutions. This person should have a strong understanding of our tutoring programs and services and be able to confidently educate prospective and current clients about the support we provide. This role works closely with approximately 15 part-time instructors each day to communicate schedule changes, prepare the center for daily operations, and ensure instructors have the information and materials they need to successfully support students. The position will also provide administrative and onboarding support to the Director of Operations and work closely with the rest of the Lead Instructors that run the center from 4-9 p.m. This role will also have insight into Management Meetings to ensure alignment with company wide initiatives. Key Responsibilities Client Services & Scheduling

• Answer incoming phone calls during non-operational hours and assist families with scheduling, program questions, and general inquiries.
• Provide an exceptional customer service experience by being responsive, professional, patient, and solution-oriented.
• Listen carefully to each family's needs and make every effort to accommodate their scheduling requests.
• Think creatively when offering scheduling options and identify solutions that meet the needs of both the family and the center.
• Maintain a strong understanding of our tutoring programs, services, scheduling options, and policies in order to confidently educate prospective and current clients.
• Communicate the value of our programs and help families understand which services may best meet their needs.
• Respond promptly and professionally to email inquiries and other client communications.
• Serve as a reliable point of contact for parents who have questions regarding their accounts, communicating information provided by the Accounting Department and ensuring messages are relayed accurately and professionally. Daily Center Operations
• Prepare the tutoring center for the day's activities and ensure the environment is organized, welcoming, and ready to support students.
• Coordinate with approximately 15 part-time instructors regarding daily schedules, schedule changes, student needs, and important updates.
• Communicate schedule changes to instructors in a timely and organized manner.
• Ensure instructors have the appropriate materials and information needed for their scheduled sessions.
• Help maintain an organized center and identify operational needs before they become challenges.
• Monitor daily operations and proactively address issues that may affect the student or client experience.
• Support lead instructors in maintaining a consistent and high level of customer service. Scheduling & Systems
• Develop a strong working knowledge of the center's scheduling system and use it accurately and efficiently.
• Maintain accurate scheduling information and communicate changes appropriately to staff and families.
• Look for opportunities to improve scheduling processes and maximize the efficient use of staff and center resources.
• Help identify operational inefficiencies and communicate opportunities for improvement to the Director of Operations. New Hire & Onboarding Support
• Provide basic administrative support to the Director of Operations during the onboarding process for new employees.
• Communicate with new hires regarding start dates, schedules, and other important information related to their first day and completion of forms.
• Help ensure new employees have the information necessary to begin their position successfully.
• Assist with maintaining organized onboarding communication and documentation. Upload and maintain required employee forms and documentation within the payroll system.
• Coordinate and facilitate required self-paced training and onboarding activities for new instructors.
• Support the hiring process by conducting initial candidate pre-screenings and helping identify candidates who meet the basic qualifications for the position.
• Assist with administrative tasks related to new employee onboarding and staff readiness. Operational Support & Team Communication
• Serve as a communication bridge between families, instructors, the Accounting Department, and the Director of Operations.
• Help ensure important information is communicated accurately and in a timely manner.
• Support the Director of Operations in maintaining efficient systems and processes throughout the center.
• Identify opportunities to improve the client experience and operational efficiency.
• Assist with additional administrative and operational projects as needed. Required
• Excellent verbal communication and customer service skills.
• Strong ability to communicate professionally and confidently over the phone.
• Strong written communication skills, including professional email communication.
• Highly organized with strong attention to detail.
• Ability to manage multiple priorities and respond appropriately to changing schedules and client needs.
• Comfortable learning and using scheduling and administrative software.
• Ability to work independently while also collaborating effectively with instructors and management.
• Strong problem-solving skills and the ability to think creatively when finding solutions for families.
• Professional, positive, and dependable attitude. Preferred
• Previous experience in customer service, scheduling, education, tutoring, childcare, or administrative operations.

What Success Looks Like Success in this position means the center is prepared before students arrive, instructors have the information and materials they need, families receive prompt and thoughtful responses, and daily scheduling operates smoothly. The successful candidate will anticipate needs rather than simply respond to problems, look for creative solutions when scheduling challenges arise, and consistently represent the organization with professionalism and excellent customer service. This individual will also contribute to a culture of efficiency and accountability by identifying opportunities to improve systems, supporting the Director of Operations, and helping ensure that our team consistently provides an exceptional experience for students and families. Working Relationships This position will work closely with:

• Director of Operations
• Lead Instructors
• Approximately 15 part-time instructors
• Accounting Department
• Current and prospective families
• New employees during the onboarding process Work Schedule Monday-Thursday from 11am-4pm with some room for adjustment.

Pay Rate $22/hour

Pay:

$22.00 per hour

Work Location:

In person