Job Overview

We are seeking a highly organized and proactive Studio Operations Manager (Client Experience & Business Operations) to serve as the operational core of our growing Melbourne-based performing arts school. In this full-time remote role, you will take full ownership of student enrollments, customer service, billing workflows, and complex teacher scheduling. As the founder’s primary operational partner, you will transition the business from founder-managed tasks into a scalable model using CRM automation and structured systems. The ideal candidate will combine a warm, empathetic communication style for families with a sharp, detail-oriented approach to problem-solving.

Schedule

Flexible within Melbourne business hours (minimum 6 hours overlap preferred) - AEDT/AEST time (40 hours per week)

Responsibilities

Student Enrolment & Customer Journey

• Own the full enrolment process from first inquiry to active student
• Respond warmly and professionally to new student and parent inquiries
• Manage trial class bookings, follow-ups, and enrolment conversion
• Maintain waitlists and support student capacity planning
• Track enrolment numbers and identify opportunities or concerns

Student & Family Experience

• Act as the main point of contact for parents and students
• Manage communication through email, CRM, and other channels
• Provide clear, friendly, and professional support
• Share updates regarding:
• Classes
• Events
• Scheduling changes
• School information
• Maintain FAQ and handbook information to reduce repeated questions

Scheduling & Studio Coordination

• Manage student scheduling through My Music Staff or similar systems
• Coordinate teacher availability
• Handle:
• Class changes
• Absences
• Make-up lessons
• Scheduling conflicts
• Ensure smooth communication between students, teachers, and leadership

Finance & Administration Support

• Manage monthly invoicing workflows
• Monitor payment processes and overdue accounts
• Coordinate financial records between CRM and Xero
• Escalate financial issues when needed
• Maintain accurate administrative records

Team Coordination & Process Management

• Support communication between founder, teachers, and admin team
• Monitor staff requirements, processes, and documentation
• Follow and improve SOPs created during the CRM implementation
• Identify operational problems before they become larger issues
• Continuously improve workflows and efficiency

Founder Support

• Provide weekly operational updates
• Prepare priorities, decisions, and focus areas for leadership
• Act as the founder’s operational partner
• Turn ideas into organized actions and processes

Requirements

• Previous experience in operations management, administration, customer success, or studio/school management
• Excellent written and spoken English communication skills
• Strong organization skills and attention to detail
• Experience managing multiple workflows and priorities
• Ability to take ownership and solve problems independently
• Comfortable working with:
• CRM systems
• Scheduling tools
• Communication platforms
• Documentation systems
• Ability to provide warm, professional customer communication
• Experience with GoHighLevel CRM is preferred
• Experience using My Music Staff is preferred
• Experience with Xero or invoicing platforms is preferred
• Experience managing small teams or contractors is preferred
• Background managing education, coaching, creative, or membership-based businesses is preferred

Independent Contractor Perks

Permanent work from home

Immediate hiring

Health Insurance Coverage for eligible locations

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.