Enrolments & Admin Coordinator

This is a remote position.

Schedule:

• Weekdays: 2:00 PM 7:30 PM AEST (Monday to Friday Sydney time)
  

• Weekends: 9:00 AM 1:30 PM AEST (Saturday Sydney time)
  
  Total Weekly Hours: 32 hours
  

Example Weekly Time Allocation (32 hrs)

• Inbound & scheduling: 10 hrs
  

• Payments & reconciliation: 5 hrs
  

• Teacher/parent communications & retention follow-ups: 5 hrs
  

• Cold outreach (schools/centres) & partnerships: 8 hrs
  

• Reporting & data hygiene: 2 hrs
  

Key Responsibilities

1) Customer Service & Scheduling

• Triage inbound leads (email phone ads) and book trials in MyMusicStaff.
  

• Match students with teachers (instrument level availability); reschedule promptly when plans change.
  

• Send confirmations reminders and day-of updates; record lesson notes and attendance.
  

2) Payments & Light Finance

• Process trial payments; set up recurring payments; issue invoices and receipts.
  

• Run daily reconciliation; follow up on overdue accounts using a polite consistent sequence.
  

3) Teacher & Parent Communication

• Act as the liaison for rosters room assignments and last-minute changes.
  

• Share key teacher notes with parents when appropriate; manage make-up lessons.
  

4) Outreach & Growth (Cold Warm)

• Cold outreach to schools tuition centres and community organisations:
  
  Build/update contacts CRM send introduction emails follow up with calls and book meetings/workshops.
  

• Re-engage lapsed or undecided leads; request Google Reviews from satisfied families.
  

• Monitor Meta/Google lead forms and action them promptly during your shift.
  

5) Operations Admin & Reporting

• Keep MyMusicStaff data accurate (contacts enrolments statuses).
  

• Maintain and update FAQs/templates (email phone scripts).
  

• Submit daily shift reports (bookings issues payments collected) and a weekly KPI summary.
  

6) Social Media Support

• Respond to inbound enquiries messages and comments on social media.
  

• Support outreach by engaging in local Facebook Groups.
  

Skills & Experience

Must-Have:

• Excellent written and spoken English with a clear friendly phone manner suited to Australian parents.
  

• 3 5 years experience in admin/customer service within private tuition music/education or extracurriculars.
  

• Confident with scheduling/CRM tools (MyMusicStaff preferred or similar).
  

• Proven ability to convert leads (booking trials and turning trials into enrolments).
  

• Comfortable processing payments and following up overdue accounts.
  

Nice-to-Have:

• Background in music education or performing arts (passion counts).
  

• Experience handling social inboxes and basic email marketing.
  

• Familiarity with basic spreadsheet reporting and CRM hygiene.
  

Personality & Working Style

• Warm empathetic and relatable to parents; confident and composed on calls.
  

• Ownership mindset proactive anticipates needs and follows through without micromanagement.
  

• Organised and calm under pressure managing multiple schedules and moving parts.
  

• Commercially aware service-first but focused on bookings and retention.
  

Tools & Processes

• Core: MyMusicStaff Gmail Dialpad Google Sheets (leads/KPIs) Google Drive/Docs ChatGPT.
  

• Leads: Meta/Google lead forms Facebook/Instagram inbox.
  

• Templates: enquiry replies trial confirmations payment follow-ups cold emails call scripts overdue reminders review requests.
  

Independent Contractor Perks

• Permanent work-from-home setup
  

• Immediate hiring