Music School Office Manager - Full Time

Benefits:

401(k)

Bonus based on performance

Dental insurance

Health insurance

Office Manager (Full-Time)
Encore Music | South Pasadena, CA

Lead a team. Support families. Help hundreds of students thrive through music.

At Encore Music, we believe music lessons change lives. For over a decade, we've helped students of all ages build confidence, discipline, creativity, and joy through exceptional music education. Today, we proudly serve over 500 weekly students across our South Pasadena and San Marino locations.

We're looking for a highly organized, people-focused, and proactive Office Manager to help lead our front office operations and support our growing team. This is an excellent opportunity for someone who enjoys leadership, operations, customer service, problem-solving, and creating exceptional experiences for families.

If you're the type of person who loves creating order, supporting a team, building relationships, and making sure things run smoothly behind the scenes, we'd love to meet you.

Why Join Encore Music?

Full-time, stable position with growth opportunities

Leadership role within a growing local business

Positive, family-oriented workplace culture

Meaningful work helping students and families succeed

Paid time off

Health reimbursement benefit through QSEHRA

Dental insurance options

Performance-based bonuses

Weekly paid music lesson

Supportive leadership and comprehensive training

Work in an energetic environment filled with music and creativity

Compensation & Benefits
Starting Pay:

$22-$25 per hour

Benefits Include:

Up to

$200/month Health Insurance Reimbursement

through Encore Music's QSEHRA program

40 hours of Paid Time Off (PTO) annually

Dental Insurance through AFLAC

Performance-based bonus opportunities

Paid weekly 30-minute music lesson

Professional development and advancement opportunities

Schedule
Regular Schedule:

Monday–Friday, 12:00 PM – 8:00 PM

Approximately 40 hours per week

Saturday On-Call Expectation
The Lead Office Staff serves as the designated on-call administrative contact on Saturdays in the event of administrative staff absence, illness, emergency, or unexpected scheduling coverage needs.

While Saturday work is not part of the regular weekly schedule, reasonable availability to provide support or coverage when necessary is a requirement of this leadership position. Our Saturday hours are 8am-4pm.

Position Overview
The Lead Office Staff serves as a key operational leader within Encore Music. This

individual

helps oversee daily office workflow, supports and coordinates office staff, ensures high-quality customer service, and assists leadership with the successful execution of day-to-day operations.

This role is ideal for someone who enjoys balancing people leadership with administrative excellence and who takes pride in helping a team perform at its best.

Key Responsibilities
Office Operations

Oversee daily office workflow and front desk operations

Ensure administrative processes are completed accurately and on time

Assist with scheduling and operational coordination

Support enrollment, billing, customer service, and administrative systems

Maintain organization of records, communications, and office procedures

Team Leadership

Support, coordinate, and assist office staff

Serve as a primary resource for office-related questions

Help maintain consistency in policies, procedures, and communication standards

Foster a positive, collaborative, and productive work environment

Support leadership initiatives and operational improvements

Family & Customer Experience

Provide exceptional customer service to students and families

Maintain prompt and professional communication standards

Help resolve questions and concerns effectively

Ensure a welcoming and positive front office experience

Recitals & Administrative Accuracy

Ensure accuracy and completion of recital tracking, reporting, and sign-up records

Coordinate with faculty and office staff regarding recital administration

Support special events, projects, and seasonal initiatives

Our Ideal Candidate

Loves helping people and building relationships

Is naturally organized and detail-oriented

Thrives in a fast-paced environment

Enjoys leadership and supporting a team

Communicates clearly and professionally

Takes ownership and follows through consistently

Is calm under pressure and solutions-focused

Enjoys creating systems and improving processes

Can balance multiple priorities effectively

Brings positivity, professionalism, and reliability to work every day

Qualifications
Required

Minimum 2 years of experience in administrative, office management, customer service, operations, or leadership roles

Strong written and verbal communication skills

Excellent organizational and time-management abilities

Strong computer and typing skills

Reliable transportation

Ability to maintain professionalism and confidentiality

Experience multitasking in a fast-paced environment

Preferred

Office management experience

Team leadership or supervisory experience

CRM or scheduling software experience

Event planning or coordination experience

Customer service leadership experience

Systems We Use

Gmail

Canva

NetScore

Opus

Google Workspace

Training will be provided on all company-specific systems and procedures.

About Encore Music
Encore Music is one of the area's fastest-growing independent music schools, serving families throughout South Pasadena, San Marino, and surrounding communities.

We are known for our exceptional customer service, highly qualified teachers, organized systems, and strong community culture. Our administrative team plays a critical role in supporting students, families, and instructors while helping deliver an outstanding music education experience.

We believe great teams create great experiences. That's why we invest heavily in training, support, systems, and professional development for every member of our staff.

Position Open Until Filled
Start Date: Immediate

Applicants must be willing to undergo a background check in accordance with applicable laws and regulations.

Job Type:

Full-Time

Pay:

Starting at $22-$25 per hour

Regular Schedule:

Monday–Friday, 12:00 PM – 8:00 PM, approximately 40 hours per week

Saturday On-Call Expectation

Work Location:

In Person – South Pasadena & San Marino, CA

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