Job Description

Front Office Manager

Beta is a Title I Schoolwide campus. I understand that part or all of this job could be funded with federal funds.

Mission

The mission of the Front Office Manager is to lead and develop front office staff who deliver consistent joyful and professional service to every family and guest. Through full implementation of Betas Rainbow Service Guidelines the Front Office Manager ensures the front office operates calmly safely and efficiently and creates a strong first impression for all who enter the campus.

Outcomes

1. Meet Customer Service and Rainbow Service Goals

• 100% of front office staff trained weekly on Rainbow Service Guidelines
• 100% of guest interactions follow Rainbow Service Guidelines expectations
• 4.9 average on guest experience surveys
• 100% of guest concerns documented and followed up within 24 hours
• Waiting room TV is on and playing approved Beta Academy videos during all guest visits
• Hallway welcome screen displays guest names and welcome messages for all scheduled guests
• Guest-facing interactions and spaces consistently reflect Betas standards for hospitality professionalism and brand presentation.

2. Meet Front Office Cleanliness Organizational & Safety Goals

• 100% front desk coverage during operating hours
• Zero unbadged visitors on campus
• 100% of guest visits logged accurately
• Zero front office safety protocol violations
• Front office environment remains clean organized and free of visible clutter at all times

3. Meet Front Office Staff Readiness and Coverage Goals

• Accurate front office schedules with zero uncovered shifts
• PTO tracked accurately with no payroll errors
• Daily front office opening and closing readiness completed without reminders

4. Meet Conference Room and Guest Space Readiness Goals

• Conference rooms and restrooms near the front office are clean
• Conference rooms fully set with appropriate seating and ready for 100% of meetings and guest use
• Conference rooms are reset promptly between meetings
• Guests are escorted to conference rooms in a professional and welcoming manner
• Welcome cards and Beta notebooks prepared and placed for all scheduled guest and funder visits
• Snacks and bottled water are set in conference rooms prior to guest arrival

5. Meet Parent Interest Meeting Experience Goals

• Front office prepared and welcoming for 100% of Parent Interest Meetings
• Materials signage and hospitality ready prior to each meeting
• Positive first impression feedback from prospective families

6. Meet Enrollment Execution and Waitlist Management Goals

• Enrollment waitlist is actively monitored and maintained
• Families are contacted promptly when seats become available
• Open seats are filled without unnecessary delay
• Enrollment transfer and readmission documentation is completed and routed accurately to supervisor

Job Responsibilities

1. Mission Vision and Core Values

• Models Betas mission vision and values in all interactions
• Sets the tone for professionalism warmth and urgency at the front door
• Upholds a culture of honor accountability and service
• Protects a calm respectful and welcoming campus environment

2. Front Office Experience and Daily Operations

• Oversees all front office operations and daily flow
• Ensures the front office Open / Closed sign is displayed correctly at all times based on office operating status.
• Ensures the guest satisfaction sign is displayed clearly and visibly in the front office at all times during operating hours.
• Ensures visitors are greeted promptly and professionally
• Ensures phones are answered promptly and accurately
• Actively monitors visitor flow and badge compliance throughout the day and corrects issues immediately.
• Ensures the waiting room TV is on and playing approved Beta Academy videos during operating hours.
• Manages arrival dismissal late arrivals and early pick-ups from the front office perspective
• Welcomes substitute teachers upon arrival and ensures they are fully prepared for the day including issuing substitute binders reviewing emergency protocols and directing them to their assigned classrooms
• Reports to Principal Secretary when a scheduled substitute has not arrived by the start of the school day
• Maintains a clean organized and welcoming front office
• Oversees seasonal and event decor to ensure it is clean modern and aligned with Beta values
• Ensures decor is removed cleaned and stored immediately following events
• Maintains a clutter-free front office with no coats jackets blazers or personal items hanging on chairs or visible in work areas.
• Submits facility and IT repair tickets promptly

3. Rainbow Service Implementation

• Plans and facilitates weekly Rainbow Service training for front office staff.
• Models Rainbow Service consistently in daily interactions
• Observes inspects and reinforces Rainbow Service behaviors
• Coaches staff in real time and addresses gaps immediately
• Ensures Rainbow Service is consistently experienced by families and guests

4. Front Office Staff Leadership

• Supervises front office administrative staff
• Creates and manages front office schedules and coverage plans
• Ensures breaks and absences are covered without service disruption
• Conducts daily readiness checks before doors open and closing checks at end of day
• Provides coaching feedback and accountability for performance
• Builds a positive professional and supportive team culture

5. Conference Room and Guest Space Readiness

• Ensures conference rooms near the front office are clean and ready prior to meetings
• Ensures conference rooms are set each morning with the appropriate number of chairs at the same height based on scheduled meetings and expected guests.
• Resets conference rooms between meetings as needed
• Ensures restrooms near the front office are clean stocked and ready for guest use.
• Escorts guests to conference rooms and ensures a professional experience
• Coordinates handwritten welcome cards and Beta notebooks for scheduled guest and funder visits
• Ensures snacks and bottled water are set in conference rooms prior to guest arrival

6. Parent Interest Meetings

• Supports Parent Interest Meetings from a front office execution perspective
• Ensures front office setup materials signage and hospitality are prepared in advance
• Greets prospective families and ensures a welcoming first impression
• Supports follow-up needs as directed

7. Enrollment Execution and Waitlist Management

• Supports enrollment execution from the front office perspective
• Ensures enrollment tasks assigned to the front office team are completed accurately and on time
• Maintains and actively monitors the campus enrollment waitlist
• Contacts families promptly when seats become available
• Coordinates with campus leadership to fill open seats as soon as capacity allows
• Tracks enrollment openings and follow-up communication to prevent delays
• Ensures enrollment transfer and readmission documentation is completed and routed appropriately

8. Documentation and Professional Standards

• Maintains systems and checklists so front office standards are consistently met even during staff absences.
• Ensures all guest visits are logged accurately
• Maintains front office logs and documentation
• Ensures documentation is completed same day when required
• Protects confidentiality of scholars families and Magic Makers
• Adheres to all board policies handbooks and SOPs
• Adheres to and models all employee handbook expectations including professional dress and appearance standards
• Places orders only after required approvals are received
• Tracks order status and follows up to ensure timely delivery
• Maintains purchasing documentation and receipts
• Does not approve purchases or commit funds outside of assigned authority.
• Performs other duties as assigned by campus leadership

Reports To

The Front Office Manager reports to the Principal or designated campus leader.

Supervision

The Front Office Manager directly supervises front office administrative staff.