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Gymnastics Office Manager

2 months ago

Houston, United States Houston Gymnastics Academy Full time

**Come Join Our Team**

The Office Manager is responsible for the overall guidance of front office functions at the gym. The Office Manager must possess excellent time management skills, and the ability to communicate ideas and expectations in a clear manner. This position would need open availability and would be a 5 day commitment. Every other Saturday would be required. This position would be primarily evenings 12pm-8pm Monday - Friday and Saturday 8am-2pm.

**Responsibilities**:
Duties include, but are not limited to:
Operations
- Communicate the Vision, Values and Core Constituencies for the front desk staff in your assigned area
- Provide leadership and coaching to all front desk staff
- Work in with the Site Managers to establish goals and objectives for front desk operations
- Implement and achieve the goals and objectives for the front desk
- Attend and participate in all scheduled meetings and one-on-ones
- Provide performance feedback to Site Managers to be used for quarterly feedback sessions and annual performance reviews
- Give verbal corrective action related to performance issues as needed and inform Site Manager of performance concerns
- Be proficient in lesson plans and skills, and verify front desk is effectively communicating to customers
- Collaborate with Site Managers on marketing and sales plans for enrollments, and special events for assigned area
- Work to ensure customer growth and retention success
- Escalate all issues that pose a risk, including potential Safe Sport violations to Site Managers
- Assist in filling gym coverage needs and fill in when and where needed
- Oversee Front Desk Management to ensure customer satisfaction and/or customer recovery
- Train front desk staff on front desk policies and iClass
- Be available and provide support for the front desk staff
- Communicate effectively with clients, vendors, and other stakeholders
- Ensure compliance with company policies and procedures

Administrative Compliance
- Submit incident reports/documentation in a prompt manner to the appropriate department
- Partner with Site Manager to ensure accuracy of class schedules and staffing in iClassPro
- Responsible for ensuring administrative duties for special events and alternative programming are implemented and utilized by front desk staff.
- Communicate the process and procedures with Site Managers so they can support the implementation and execution.

iClass Pro Management
- Implement new front desk and iClass policies
- Run Monthly Tuition and appropriate Yearly Participation Fees on the 15th and 1st of the month and send csv results to payments
- Before running tuition, run an attendance report and drop students who have not attended classes in the past two months
- Partner with Site Managers and front desk staff to follow up on all aged accounts
- Respond to chargebacks and e-check returns
- Ensure the following tasks are done correctly by office staff (this list may not include all tasks)
- Create, change, and remove programs and classes
- Process student enrollments, drops, and changes
- Keep track of waitlists

**Experience**:

- Proven experience in office management or related administrative role
- Strong organizational skills with the ability to multitask and prioritize work effectively
- Proficiency in using office software, including Microsoft Office Suite (Word, Excel, PowerPoint)
- Excellent communication skills, both written and verbal
- Ability to supervise and lead a team of office staff
- Experience in calendar management and scheduling appointments

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