Receptionist/Administrative Assistant Position

at Supertonic School of Music

This job is for you if you can confidently say the following…

“I love being the person who makes things feel welcoming and smooth. I like helping people and staying organized. I’m the kind of person who just gets things done—not for the spotlight, but because it feels good to keep things running well. I like having structure, but I need variety too. I’m people-oriented, but I also love the behind-the-scenes stuff. I’m not a performer, but I love being part of the show. I want to bring positive energy to a place that’s doing good things. I want to feel useful, part of something meaningful, and know that my work actually matters to people.”

If this describes you then keep reading. We need someone who’s good with people, comfortable with tech, and enjoys helping things stay on track. It’s not a stuffy office job—it’s a chance to support students, parents, and teachers in a creative environment.

We believe music is powerful and through it the world is changed because it changes people(as science has proven 🤯). And through music, relationships, and positive experiences we change lives. We’ve been told by many students that our music lessons are therapy. For some it’s their social outing for the week and a way to connect with others. And some it is relief from years of struggling on their instrument. For others it is helping pave the way to live out their dreams, big and small.

We are looking for an awesome and dependable person to welcome our rock stars of all ages when they contact us and come to our school. To take care of reception, and day to day activities, and keep things running smoothly. If you are not the best, don’t apply. We don’t just want a warm body to fill a seat, we want someone who is a part of our mission of bringing more music, more joy, and more creativity to our community.

Overview:

Job Purpose: Provide administrative support to ensure efficient operation of the music school.
Report to: School Director or Office Manager
Hours: starting at 12hrs/wk. Eventually moving up to 20+ hrs/wk
Pay Rate: Starts at $18/hr+ based on qualifications.

Responsibilities & What You’ll Do:

Manage the school’s front desk and reception area: Greet people in person, by phone, or email (bonus points if you remember their names), respond to inquiries, process payments, and keep the reception area tidy.
Manage the CRM: Add and update student info in our system, keep it accurate, and pull reports when needed. Handle phone calls, outreach, emails, and inquiries from students, parents, and staff: Add and update student info in our system, keep it accurate, and pull reports when needed. Assist with enrollment processes and student onboarding.
Manage Scheduling: lessons, classes, and appointments. Share updates with students and parents—think emails about schedules, cancellations, or class changes—and help them register or adjust lessons. Maintain student and staff records and databases. Organize school events, recitals, and performances.
Manage office supplies and inventory: Check what office supplies we’re low on, get requests from the team, find vendors, and organize everything when it arrives.
Update Procedures: Review manuals and procedures, suggest improvements, and make approved updates.
Pitch In: Take on other tasks as they come up. Assist with marketing and promotional activities.

Qualifications:

High school diploma or equivalent; associate’s or bachelor’s degree preferred.
Previous administrative or office experience.
Strong organizational and multitasking skills.
Excellent written and verbal communication skills.
Ability to work independently and as part of a team.
Availability: Part-time, Starting at 12 hrs/wk: 4pm-8pm; Monday – Wednesday. Increasing to 20+ hrs/wk. 4pm-8pm; Monday – Thursday and 9am-2pm Saturdays. Hours are expected to increase with a mix of day, evening, and weekend shifts as we grow as a school.
Equipment: Some work can and will be done at home, you should have a computer/laptop with basic secure internet access as well as smartphone.
Physical Stuff: You’ll use a computer, phone, and printer while seated, with chances to move around. Occasionally lift up to 10 pounds (i.e.; a stack of files).

What You’ll Need:

Experience with sales or office work (front desk experience is a plus).
At least one year playing an instrument—just enough to understand our world.
One year using databases or similar systems.
Intermediate Mac skills—nothing advanced, just solid basics.

Who You Are:

Detail-Oriented: You notice the small stuff and keep things polished—whether it’s proofreading or organizing. Find joy in structure.
Good Communicator: You’re clear and friendly in emails, calls, or chats, even when it’s a tough topic.
Customer-Focused: You enjoy helping people and making their experience positive.
Proactive: You see what needs doing and get it done without waiting to be told.
Organized: You can prioritize and switch tasks without getting flustered.
Team-Friendly: You work well with others, share ideas, and keep the group on the same page.

How to Apply:

Think you’re a fit? Apply at Indeed.com and let us know why you’d be great for this role. It’s a simple way for us to see who’s serious about joining us. We’re excited to meet you!