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