Receptionist/Administrative Assistant

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