Office Manager/ client coordinator

$41,600 - $47,840/Yr

Fit First - Irvine, CA

Part-time - Entry Level

Remote - Irvine, CA

Social Assistance

About the position

The Office Manager & Client Success Coordinator is a part-time, contract role primarily focused on managing client communications and administrative tasks for a growing educational services company. This position is mostly virtual, requiring occasional on-site tasks in Irvine, CA. The ideal candidate will be proactive, organized, and possess strong customer service skills, particularly in handling client inquiries and issues. There is potential for growth by taking on additional responsibilities in social media and marketing.

Responsibilities

• Proactively follow up on leads and ensure timely responses.
• Respond to phone calls, emails, and texts promptly during core hours.
• Coordinate between clients, instructors, and management to ensure smooth operations.
• Assist with onboarding clients and instructors, managing paperwork, and scheduling.
• Process invoicing and ensure client accounts are up-to-date.
• Review and update class enrollments and schedules.
• Address emergency situations such as last minute class cancellations due to staff outage.
• Run reports and follow up on leads, client packages, and payments using the client management system.
• Provide administrative support such as data entry and client inquiries.
• Handle occasional on-site tasks in the Irvine area, such as delivering equipment or materials.

Requirements

• Associate or Bachelor's Degree required.
• Proven experience in administrative, office management, or client success roles.
• Strong organizational skills and attention to detail.
• Excellent communication skills, both written and verbal.
• Ability to manage multiple tasks and follow up on leads proactively.
• Strong customer service skills, including handling upset or demanding clients with professionalism.
• Comfortable with technology and virtual work environments, with proficiency in Microsoft Office and client management systems.
• General availability during core business hours between 9 AM and 5 PM, M-F, with occasional Saturday hours.

Nice-to-haves

• Experience working in education/youth services or with parents is highly preferred.
• Basic knowledge or experience with working with special needs population desired.
• Access to reliable transportation for occasional on-site tasks in Irvine, CA.

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance
• Flexible schedule