Office Administrator

**Full job description**

**Job Title: Office Administrator**

**Job Location: Baner, Pune**

**Job Overview**:Pamtoes Academy seeks a highly organized Office Administrator to contribute to our dynamic team. This role is vital in ensuring the smooth operation of our studio. Responsibilities include managing finances and inventory, maintaining accurate student data, and providing exceptional customer service. We offer a rewarding opportunity for a detail-oriented professional with a passion for the arts.

**Responsibilities**:
**1) Invoicing & Payment Follow-Up**
- Generate invoices accurately and promptly for tuition fees, merchandise, and other services rendered. Track and keep a regular check on Payment cycles of every student.
- Follow up with parents and guardians to ensure timely payment of invoices.
- Maintain records of payments received and update due dates in CRM
- Follow-up of pending payments should be done daily via calls and messages
- Insure the calculation of invoice per students according to their tuition rates

**2) CRM Updating**
- Update the CRM system with new leads, customer information, and important interactions in note.
- Ensure that all data entered into the CRM system is accurate, complete, and up-to-date.

**3) Inventory Management**
- Monitor inventory levels and reorder items as needed to ensure sufficient stock.
- Keep track of goods sold, including dance attire, shoes, accessories, and merchandise.
- Monitor stock levels and reorder inventory as needed to ensure availability of products.
- Conduct periodic inventory audits to reconcile physical stock with records.
- Coordinate with the instructors for inventory of other locations.

**4) Front Desk Duties**
- Provide a welcoming and professional presence at the front desk, greeting visitors and directing them as needed.
- Answer phone calls and walkin inquiries and route them to the appropriate staff members, including the enrollment team.
- Assist with basic inquiries and provide information about the academy's programs and services.

**5) Enforcing Rules & Regulations**
- Enforce the rules and regulations of the academy regarding attendance, behavior, dress code, and safety.
- Communicate and reinforce academy policies to students, parents, and staff members as necessary.
- Address any violations or concerns in accordance with established protocols and procedures.

**6) Studio Management**
- Assist dance instructors with administrative tasks such as preparing class materials and organizing studio spaces.
- Ensure the cleanliness and tidiness of the academy premises, including dance studios, waiting areas, and restrooms. Also ensure the office/house keeping supplies are in stock.
- Coordinate with maintenance staff or external vendors for repairs and maintenance as needed.
- Maintaining office bills and clearing office expenses through the office account

**7) Event and Activities**
- Taking part in academy events and extra curricular activities.
- Taking part in team meetings

**8) Daily meeting with Head Admin**
- Training with head admin and getting to-do list for the day

**SKILLS**:
1. Organizational Skills: Ability to efficiently manage multiple tasks, schedules, and responsibilities.

2. Attention to Detail: Thoroughness in performing tasks such as invoicing, inventory management, and data entry to ensure accuracy.

3. Communication Skills: Clear and effective verbal and written communication skills for interacting with parents, staff, and vendors.

4. Problem-Solving Skills: Capacity to identify issues, analyze root causes, and develop practical solutions.

5. Computer Skills: Proficiency in using office software such as spreadsheets, word processing, and CRM systems.

6. Customer Service Skills: Skill in providing excellent customer service, both in person and over the phone.

7. Time Management: Ability to prioritize tasks and manage time effectively to meet deadlines and fulfill responsibilities.

8. Teamwork: Collaboration and cooperation with colleagues to support the smooth operation of the academy.

**KNOWLEDGE**:
1. Accounting Basics: Understanding of basic accounting principles for tasks such as invoicing and payment follow-up.

2. Inventory Management: Knowledge of inventory control methods and procedures for tracking stock levels and reordering inventory.

3. CRM Systems: Familiarity with CRM software and its functionalities for updating customer records and generating reports.

4. Front Desk Operations: Understanding of front desk procedures, including phone etiquette, greeting visitors, and basic inquiries handling.

5. Studio Management: Awareness of studio management practices, including facility maintenance and assistance to instructors.

**SELF IMAGE**

1. Professionalism: Commitment to maintaining a professional demeanor and representing the academy in a positive light.

2. Reliability: Consistency and dependability in performing tasks accurately and efficiently.

3. Adaptability: Flexibility to adapt