Join Access Ballroom dance school in Leslieville Toronto to provide a warm welcome to the clients and directly support the Director, Dance Teachers, and other staff.
JOB TITLE:
Receptionist and Administrative Assistant (FULL-TIME)
THE JOB:
This job is simple, but that doesn't mean it's easy. There are A LOT of "simple" tasks required to be completed at a relatively fast pace, so you will constantly be working and supporting the studio in some way. In this job position, you will:
- Serve as the first point of contact for potential and existing clients in a welcoming, warm, and positive manner by providing a quick response to their questions, requests and inquiries.
- Provide administrative support to the Director and Dance Instructors Daily by keeping records organized and constantly up to date.
REPORTS TO: Director
DUTIES AND RESPONSIBILITIES:
Administrative support and daily responsibilities:
- Keep records of potential clients' information in an orderly and organized manner while updating information and booking status frequently.
- Ensure a timely follow-up to book in all potential clients as soon as possible/within the specified timeline.
- Keep records of the existing clients' information in an orderly and organized manner across different platforms and keep these records up to date.
- Ensure that existing clients are booked for private lessons, group lessons, and studio social dance parties/events. Follow up with inactive clients when required.
- Keep records of the existing clients’ attendance (active, inactive) and update activity reports daily.
- Keep the booking system neat, organized and updated in a timely manner as soon as changes are made.
- Record the number of lessons booked for the current week, the number potential client lessons/appointments booked for the current week, the number of inactive students in the current week, and more
- Record clients’ exams scores and create reports.
Front desk duties and daily responsibilities:
- Serve as the first point of contact for potential and existing clients and guests by answering about 30 calls and 25 emails according to Access Ballroom’s guidelines and training in a timely manner.
- Call & Email to Book potential clients for trial lessons/consultations within the time frame specified in the Access Ballroom’s training guidelines.
- Facilitate gift certificate sales, single private lesson sales and dance package sales when the trial lesson/consultation is not required or booked.
- Make approximately 50-100 calls a day to follow up on the potential clients that have already requested information but haven't been booked yet.
- Book existing clients for lessons upon request via the online scheduling software (Acuity).
- Greet everyone who walks into the studio (potential clients, existing clients, and guests) in a welcoming, friendly and positive manner.
- Welcome potential clients to the studio when they arrive for their appointment and set them up before the trial lesson/consultation begins.
- Accept payments using the POS machine
QUALIFICATIONS:
- Excellent verbal communication skills and phone etiquette knowledge
- Excellent writing skills
- Great attention to details and critical thinking
- Must be fluent in English
- 1 year of customer service experience
- 1 year of administrative and receptionist experience
- 1 year of sales experience is an asset
- Exceptional interpersonal skills, sense of tact and diplomacy
- Proficient in MS Word, Excel, Google sheets/docs
- Passion for or interest in dance is an asset
- Fast correct typing skills
- Secondary school education; College or University diploma is preferred
HOURS:
- Full-time: 35 hours a week
- Required to work on weekends (Saturday and Sunday, 11am-7pm)
- Required to work 3 weekdays (Wed, Thu & Fri) 2:00pm-9:30pm
- Have an hour break to eat on weekends and 30 minute break on weekdays
TRAINING:
- Will be provided during working hours
- 3 month training period subject to change depending on learning speed
Job Type: Full-time
Pay: From $19.00 per hour
Benefits:
- Company events
- Store discount
Experience:
- Call center: 1 year (preferred)
- Sales: 2 years (preferred)
Language:
- English (required)
Work Location: In person