Keys to Life Music School is a Portland based small business looking for on-going help with scheduling and billing. This is a contractor position (1099) and is in support of the Executive Administrator.
We look forward to hiring the right professional for this position and mutually benefiting from working together!
Ideal Candidate
- Organized, Friendly, Dependable.
- Consistently double checks their content for errors.
- Able to learn & work with new software: My Music Staff, Streak, and Asana et al.
- Possess basic spreadsheet competency, comfortable with Google Workspace.
- Preferred: at least 2 years of administrative experience.
Credentials
- Minimum: Associate's degree.
Job Description Part 1
DAILY Respond via email and text regarding prospective clients and reschedules, especially time sensitive cancellations. Light data entry like updating the schedule or client accounts.
WEEKLY Email Founder and Executive Admin a prospective client update.
MONTHLY Create and send invoices and charge credit cards with My Music Staff (MMS) software, a semi-automated process. Maintain and update the client database (via spreadsheet) to follow up with cold leads.
SEMI ANNUAL Assist the Executive Admin in creating summer and fall schedules based on online sign-up forms.
HOURS You'll be working about 2-3 hours/day.
Job Description Part 2
Hourly work We furnish you with stock replies for standard procedures with the free version of Streak, a CRM that integrates with Google Workspace. Use texting rather than email when time is of the essence for cancellations. Top candidates for the job will come up with even more ways to streamline and improve our systems. We are open to your suggestions.
Monthly work involves double checking the charges for each client, emailing invoices, charging the credit cards on file, and following up with late payers. Our protocol with MMS and its automations streamlines the job.
Semi-annual The process of creating summer and fall schedules each take about a month. The Executive Admin handles the primary part of creating the schedules; you handle the follow up and input the new schedules into MMS.
Onboarding
We offer a thorough onboarding process that lasts 3 weeks. Guidance and support are on-going and as needed after that and include semi weekly phone call check ins with the Executive Admin.
Pay Rate and Growth Plan
- Onboarding $25/hr (first 3 weeks)
- Starting $30/hr
- Minimum yearly raises of $1/hr
What to include in your application
- Resume.
- Cover letter.
- An example of an original spreadsheet.
What to prepare for the interview
- Discuss your experience relevant to the job (customer service, admin, organization).
- Create a simple spreadsheet in real time with clear parameters on a company laptop.
- Share stories of how you dealt with an upset client.
- Speak to how you’d handle hypothetical situations
Working Environment
Onboarding is in-person (when possible) and virtual with both the Executive Admin and Founder. Otherwise, work is remote, mainly confined to the computer but sometimes via text and occasionally on the phone. Sometimes work is on-demand and time-sensitive, mainly when there's a last minute cancellation. Otherwise, you choose when you work as long as you're replying to emails within 24 hours of receipt.
Job Types: Part-time, Contract
Pay: From $30.00 per hour
Benefits:
- Employee discount
- Flexible schedule
Education:
Experience:
- Customer service: 2 years (Preferred)
Work Location: Remote
