Business Manager

As the Office Manager of our performing arts organization you will be responsible for handling all office tasks directly related to keeping our business running smoothly. Assist with the scheduling and coordination of daily operations. You will be required to effectively communicate with all employees, team members, and clients to ensure that things operate smoothly.

Job Type: Part-time

Schedule:

During CCSD School Year:

Monday - Friday from 2:00-6:00pm OR Monday - Thursday 1:00-6:00pm.

*With flexibility to stay till 7pm or 8pm as needed

During Summer Months:

M-F 12-4pm, some days may need to be 1-6pm depending on private lesson schedule.

Salary: $25.00 per hour

This position is in-person at our Mt. P location and may involve a visit to any future locations. WFH is not currently offered in this position.

Responsibilities:

1. Be a highly involved individual who can contribute to the company's success by utilizing your analytical skills, leadership abilities, and communication skills to assist in identifying and implementing cost control measures:

• Analyze financial data and identify areas where cost savings can be achieved.
• Ensure daily operations designated by the Owner and/or Director of Programs are efficiently and satisfactorily carried out.
• Develop strategies and recommendations for improving operational efficiency and reducing expenses.
• Collaborate with the management team to implement cost control measures and monitor their effectiveness.
• Provide regular reports and updates on cost-saving initiatives to the management.
• Oversee Social Media (Facebook and Instagram) by creating engaging content, fostering community interaction, managing paid social campaigns, and analyzing performance to improve strategy.
• Assist the Director of Programs with tasks as needed.

2. Monitor and respond to emails:

• Regularly check and manage the studio's email inbox.
• Respond to customer inquiries, provide information about classes, programs, and events.
• Address any concerns or issues raised by customers promptly and professionally.
• Maintain a high level of customer service and ensure timely and accurate responses to all emails.

3. Customer Service:

• Greet individuals with a friendly demeanor, providing a warm welcome to all visitors.
• Handle incoming calls and provide sales or other assistance to callers.
• Answer questions about class schedules, registration procedures, and other studio-related inquiries.
• Take detailed messages and relay them to the appropriate staff members.
• Follow up on voicemails in a timely manner to ensure excellent customer service.
• Solve issues with families in a timely and professional manner, escalating matters to the Director of Programs when necessary.

4. Learn and understand the business offerings:

• Familiarize yourself with the various classes, programs, and services offered by the studio.
• Understand the unique features and benefits of each offering to effectively communicate them to customers.
• Stay updated on any changes or additions to the studio's offerings and convey this information accurately to customers.

5. Learn and operate the CRM/POS and registration systems:

• Gain proficiency in using the studio's customer relationship management (CRM) software and point of sale (POS) system.
• Process class registrations, schedule changes, and payments accurately and efficiently.
• Maintain customer records and ensure they are up to date in the CRM system.
• Troubleshoot any technical issues with the systems and communicate them to the appropriate IT support.

6. Create and manage a centralized Notion database to hold all standard operating procedures (SOPs) and serve as the central hub of the business:

A: Develop and maintain a comprehensive SOP repository

• Identify all key operational processes and procedures within the studio.
• Organize and categorize the SOPs in the Notion database to ensure easy access and navigation.
• Collaborate with various departments and team members to gather and document existing SOPs.
• Create new SOPs as needed, ensuring they are clear, concise, and reflect best practices.
• Regularly review and update the SOPs to reflect any changes in processes or business requirements.

B. Serve as the go-to resource for SOP information:

• Educate and train staff members on how to access and use the Notion SOP database effectively.
• Act as the primary point of contact for inquiries related to SOPs and provide guidance to employees seeking information.
• Ensure that all staff members are aware of the existence and purpose of the Notion SOP database.
• Assist employees in understanding and following the established SOPs to maintain consistent operations across the organization.

C. Continuously improve the Notion database and its usability:

• Implement enhancements to the Notion SOP database based on feedback from users and evolving business needs.
• Streamline the organization and structure of the database to optimize efficiency and ease of use.
• Explore and implement additional features and integrations within Notion to enhance functionality and collaboration.
• Regularly communicate updates and improvements to staff members to ensure they are aware of changes and can effectively utilize the database.

D. Collaborate with management to ensure SOP compliance:

• Work closely with managers and department heads to ensure that SOPs are being followed consistently.
• Conduct regular audits or checks to verify adherence to established procedures.
• Identify any gaps or areas for improvement in SOP compliance and collaborate with relevant parties to address them.
• Provide training and support to employees as needed to ensure understanding and compliance with SOPs.

7. Financial Management:

• Create/run financial reports at the end of each month, analyzing and addressing any deficits.
• Manage all financial aspects of FAME as determined by the CEO.
• Oversee monthly billing processes, ensuring accuracy.
• Manage payroll tracking processes.
• Manage and oversee bookkeeping.

8. Maintain a cheerful, all hands on deck attitude:

• Foster a positive and welcoming atmosphere in the studio.
• Support and assist instructors, staff, and customers with their needs.
• Collaborate with team members to ensure smooth operations and provide exceptional customer experiences.
• Participate in team meetings and contribute ideas for improving studio operations and customer satisfaction.

Qualifications:

• Proven experience in a managerial or administrative role.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Proficiency in financial management and reporting.
• Customer service-oriented with a positive and welcoming attitude.
• Ability to solve problems efficiently and escalate when necessary.
• Familiarity with registration systems and online platforms.
• Knowledge of payroll tracking systems is a plus.

Benefits:

• 20 hrs PTO every 6 months
• Paid holidays if it falls on a work day: New Year's Day, Independence Day, Thanksgiving Day, and Christmas Day
• 50% off after school at the studio and all group classes ages 5 (does not guarantee school pick up, pending availability) Aug-May
• 50% off full price summer camps for up to 4 children ages 5 (pending availability)
• 50% off 1:1 music lessons for yourself and immediate family members ages 5
• Use of the building for personal reasons (hosting birthday parties, etc.)

Job Type: Part-time

Pay: Up to $25.00 per hour

Expected hours: 20 per week

Schedule:

• Monday to Friday
• Weekends as needed

Ability to Commute:

• Mount Pleasant, SC 29464 (Required)

Ability to Relocate:

• Mount Pleasant, SC 29464: Relocate before starting work (Required)

Work Location: In person

Salary : $25