Office Administrator – Ultimate Coders
Ultimate Coders is seeking a highly organized, professional, and customer-focused Office Administrator to join our team. This role is essential in supporting the daily operations of our coding and robotics education centre and ensuring a positive experience for students and parents.
The Office Administrator will be responsible for communicating with parents, providing student progress updates, coordinating trial classes, managing schedules, following up on registrations and payments, and supporting general administrative operations.
The ideal candidate is friendly, dependable, comfortable speaking with parents, and able to manage multiple tasks in a fast-paced environment. Strong communication, organization, and computer skills are essential for this position.
Responsibilities
- Communicate professionally with parents through phone calls, emails, text messages, and in-person conversations.
- Welcome students and parents and assist with questions regarding programs, schedules, registrations, and centre policies.
- Provide parents with student progress updates and collect feedback from instructors when required.
- Follow up with families after trial classes to answer questions and support the registration process.
- Schedule new trial classes and coordinate trial availability with instructors and centre schedules.
- Contact prospective families who have submitted inquiries and assist them with booking a free trial or assessment.
- Follow up with parents regarding outstanding tuition payments, declined payments, overdue balances, and payment arrangements.
- Maintain accurate student, parent, registration, attendance, and payment records.
- Manage class schedules, makeup classes, cancellations, rescheduling requests, and program changes.
- Coordinate communication between parents, instructors, and management.
- Track trial-class attendance, registration status, follow-up activities, and payment updates.
- Support student check-in and check-out procedures and help maintain an organized and welcoming centre environment.
- Assist with administrative tasks such as data entry, filing, document preparation, email management, and record keeping.
- Maintain organized digital records using Google Workspace, Microsoft Office, and internal management systems.
- Support seasonal programs, including summer camps, workshops, competitions, assessments, and special events.
- Protect student and family information and follow company policies regarding confidentiality.
Qualifications
- Previous experience in office administration, customer service, reception, sales support, or a similar role.
- Excellent verbal and written communication skills.
- Comfortable speaking with parents and discussing student progress, registrations, schedules, and payments.
- Strong customer service skills with a friendly, patient, and professional approach.
- Excellent organizational abilities and attention to detail.
- Ability to follow up consistently and maintain accurate records.
- Ability to manage multiple responsibilities in a busy education-centre environment.
- Proficiency in Microsoft Office, including Word, Excel, and Outlook.
- Familiarity with Google Workspace, including Gmail, Google Sheets, Google Docs, and Google Calendar.
- Strong computer and data-entry skills.
- Experience with scheduling, CRM, student-management, or payment-processing software is an asset.
- Previous experience working in a tutoring centre, educational institution, childcare facility, or extracurricular program is an asset but not required.
- Availability during evenings and weekends may be required based on class schedules.
What We Are Looking For
We are looking for someone who is professional, reliable, proactive, and comfortable taking ownership of administrative responsibilities. The successful candidate should enjoy working with families, be confident in following up with prospective and existing parents, and contribute to a positive and organized learning environment for our students.
Pay: $17.60-$19.00 per hour
Application question(s):
- This is an inperson position. The hours we are looking for are Monday - Fri 1pm - 8pm and Saturday 10am - 3pm. Kindly mention your availability.
Work Location: In person
