Office Manager

PRIMARY PURPOSE

The Office Manager's primary responsibilities include managing the office communication, enrollment process, business, administrative, and computer functions of the center/school while providing outstanding customer service to families. Responsible for the organization and operation of the location's overall function and office systems while representing the company and the location positively to the community. Implement Bright Horizons' mission, organizational goals, values (HEART Principles,) philosophies and inclusive environment. Must maintain confidentiality regarding location business and interact professionally with visitors, families, staff and clients. The Office Manager is part of the administrative team, and is responsible for the following areas and will perform other duties as assigned.

MAJOR FUNCTIONS AND RESPONSIBILITIES

Communication

• Model positive communication and interaction with staff, families and children.
• Ensure that all visitors are greeted appropriately. Model and project a professional and positive image in all interactions.
• Provide the highest levels of customer service providing solutions for requests/complaints by handling them when within the Office Manager scope or redirecting to the Director/Principal immediately.
• Ensure that all phone calls are answered timely and provide information in a courteous manner obtaining further information when needed. Ensure that staff members answering phones are properly trained to ensure a high level of customer service.
• Check voice mail several times a day. All calls are expected to be returned on the same day when possible (and never longer than 24 hours). Prioritize inquiring families so that they are contacted as soon as possible.
• Obtain necessary approval and guidance from the Director/Principal to draft, coordinate and distribute location correspondence, including monthly parent newsletters, memorandums, and information to families and staff.
• Respond to staff, families and children with sensitivity, interest and respect.

Marketing and Enrollment

Systems and Reports:

• Enter all required information into IMS daily for each inquiry taken. Check IMS daily for location To Do's and complete all follow up activities accordingly.
• Schedule visits with the Director/Principal, Assistant Director/Assistant Principal, or Education Coordinator when families indicate they want to visit the location. Office Manager should be fully trained and prepared to provide tours to prospective families in the absence of a member of the leadership team.
• Update weekly enrollment statistics and Full-Time Equivalent (FTE) schedules in Bright Star. Send weekly marketing statistics to the Home Office when the location is using Procare.
• Prepare any specific reports as applicable and work with Director/Principal to distribute to appropriate personnel.
• Work with Enrollment Counselor (where applicable) weekly to keep them informed about availability by age group including sending space availability reports.
• Under guidance of Director/Principal, make offers to gain enrollment as soon as possible when location is not at full capacity.
• Maintain registrations and offers of enrollment to those on wait lists based on current availability.
• Maintain enrollment and marketing packages specific to each age group. Create individualized letters to prospective families and send out packages.
• Maintain waiting list, assist with regular communication and activities for waiting list families. Assist with obtaining payroll deduction forms or checks from families on the waiting list.

Marketing Initiatives

• Assist in location marketing through knowledge of company (location) marketing plans.
• Assist Director/Principal and staff in making sure all events are well planned and logistics are covered for a successful event.
• Assist with community outreach as requested by Director/Principal and in conjunction with local Field Marketing Specialist.
• Help devise, plan and implement special location and community events to promote the location both to currently enrolled families and to the public.
• Maintain and update center/school website at least monthly and support social media efforts as appropriate.

World Class Welcomes and Transitions

• Understand and assist families in clarification of Bright Horizon's Parent Enrollment Agreement and policies, under the guidance of the Director/Principal.
• Participate in new employee and family orientation with regards to office and communication processes including the setup of security systems.
• Plan World Class Transitions by reviewing transitions of children ready to age up biweekly with Director.
• Prompt Director/Principal to make plans to introduce families to the next age group in order to educate them about the program in that room before discussing the logistics of the move.

Business Management

• Support and follow all Bright Horizons policies and procedures.
• Oversee vendor relationships to research resources and to resolve issues including calling for routine service on equipment and with Director/Principal approval, organize and/or schedule repairs.
• Oversee health and safety of the facility by conducting daily and monthly safety evaluations of the facility and conduct evacuation drills to be in compliance with company and licensing requirements.

Maintaining Records and Systems

• Provide all necessary reports and paperwork to the Director/Principal, Regional Manager, Home Office, client, staff and families.
• Update all children and staff files including computer and paper records in accordance with state and local regulatory agencies.
• Complete weekly operations report.
• Maintain all location operational materials and an accurate and orderly filing system.
• Maintain all computer files and systems in good order.
• Bill families. Inform Director/Principal of family accounts receivables not paid in full by the fifth of the month. Under the guidance of the Director/Principal, contact families whose payments are late.
• Notify the Director/Principal of any problems or concerns regarding the administrative operation of the location.

Administrative Support and Assistance

• Maintain location calendar including scheduling activities and make appointments.
• Type and file information as necessary.
• Update weekly recruitment/staffing needs in Employee Express.
• Ensure that all new employee and benefits paperwork is completed and sent to the payroll department in a timely fashion.
• Ensure that all new employee paperwork required for the regulatory agencies is on file at the time of hire and sent to the appropriate agencies within the specified time frame.
• Maintain attendance and payroll records and monitor staff vacation, sick, and holiday balances.
• Regularly maintain and act as a resource for the timekeeping and payroll information system. Assist staff as needed to understand usage of the systems.
• Make regular bank deposits, process invoices, check requests and tuition refund requests, as needed.
• Approve invoices, utilize controllable tracking tool and submit accruals to staff accountant.
• Perform month end closing and reporting, under the supervision of the Director/Principal. Transmit information to the Home Office accurately and on-time.
• Schedule sessions, collect and account for all monies for enrichment programs, auxiliary activities, and other fees. Ensure compliance with company and licensing requirements.
• Maintain accurate inventory of supplies and materials required for the functioning of the program and facility. Place and follow-up on orders after receiving approval from the Director/Principal.

Physical Environment, Health, Safety & Nutrition

• Maintain and follow all emergency, safety and health rules of the location.
• Keep work environment and equipment safe, clean, and attractive and in good working order.
• Program, distribute, and keep accurate records related to security (i.e., security codes and key cards).
• Monitor sign-in and sign-out procedures so that no child is released to someone who is not authorized to pick him/her up.
• Uphold all security procedures involving visitors, alternate pick-up persons, and work crews.
• File and maintain information regarding worker's compensation, child accidents and unemployment claims. Notify the Home Office and any other appropriate agencies within the specified time lines for the particular agency involved.

Professionalism

• Support organizational mission, philosophies, values, goals and policies to families, colleagues, and community.
• Demonstrate tact, discretion, and good judgment. Maintain confidentiality about location business in interactions or communications.
• Protect the confidentiality of records and information about children, families and employees in the location.
• Ensure efficiency of location operation by reporting to work on time and maintaining consistent attendance.
• Respect and adhere to staffing schedules that may be adjusted as needs change.
• Attend staff meetings, location and regional training sessions and other center/school events, take minutes and schedule follow ups.
• Respond to location needs and serve on task forces as needed.
• Strive for professional growth by asking for feedback, and reading professional literature.

Teamwork

• Participate in planning and problem solving with the administrative team.
• Establish and maintain a relationship of cooperation and respect with colleagues.
• Assume fair share of work. Look for ways to be helpful. Demonstrate initiative.
• Offer and share ideas and materials with colleagues. Demonstrate flexibility and openness to new ideas.
• Communicate directly, work to resolve conflicts quickly, and avoid gossip.
• Exercise care in expressing views regarding the personal attributes or professional conduct of colleagues. Statements are based on first-hand knowledge and relevant to interests of children and programs.

Physical Demand

• Follow state, federal and Bright Horizons' guidelines including immunizations, employment physical required health and safety training.
• May be required to lift, move or hold children with a range of weight from 10 to 40 pounds. (Occasionally lift, move or hold weight of more than 40 pounds). Demonstrate full range of motion to lift, reach, squat, climb, sit, type and otherwise fully participate in activities.
• Respond immediately and appropriately to multiple or unexpected situations or emergencies.
• Maintain mental and physical alertness and an appropriate level of energy.

REQUIREMENTS (Must meet state requirements)

• Associates Degree in Business or related field is required, additional location requirements may apply. Certification in first aid and CPR may be required post hire.
• Strong computer skills required to manage daily responsibilities which include proficiency in Word, Excel, PowerPoint, Outlook and data entry. Demonstrate capacity to become proficient in all required technology, IMS, Bright Star, Employee Express and comfort with social media.
• Excellent verbal and written communication skills and prior experience in an office setting preferred.
• Strong organizational and customer service skills; excellent telephone manner and the ability to make independent decisions based on information and data.
• Ability to prioritize and work in a fast-paced environment and an ability to maintain high level of confidentiality is essential.
• Ability to work in an Early Childhood Education environment; prior experience in the ECE field preferred.

Salary/Hourly Rate and Other Compensation Disclosures:

The hourly pay for this position is between $21.42-$26.18 per hour. The pay range listed here is what Bright Horizons in good faith anticipates offering for this job opening. Actual compensation offers within this range will depend on a variety of factors including experience, education and training, certifications, geography, and other relevant business or organizational factors.

Benefits:

Bright Horizons offers the following benefits for this position, subject to applicable eligibility requirements:

• Medical, dental, and vision insurance

• 401(k) retirement plan

• Life insurance

• Long-term and short-term disability insurance

• Career development opportunities and free college degrees through our Horizons CDA & Degree Program

At Bright Horizons, you're more than your job title - you're the difference. Whether you're nurturing a child's first steps or supporting the systems behind the scenes, your work creates real impact. We're a community that celebrates individuality, invests in your growth, and supports your whole self. Because when you thrive, so do the children, families, and clients we serve. Join us and help build a brighter future - for yourself and for others.

Bright Horizons provides equal opportunity in all aspects of employment and does not discriminate against any individual on the basis of race, color, religion, sex, age, disability, sexual orientation, veteran status, national origin, genetic information, or any other characteristic protected under federal, state, or local law. Bright Horizons complies with the laws and regulations described in the following federal government resources: Know Your Rights, Family and Medical Leave Act (FMLA)and Employee Polygraph Protection Act (EPPA).

If you require assistance or a reasonable accommodation in completing these application materials or any aspect of the application and hiring process, please contact the recruitment helpdesk at 855-877-6866 or bhrecruit@brighthorizons.com. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.