Front Desk & Client Care Coordinator
Spring School of Music — Spring, TX
Job Type: Part-time
Schedule: Monday–Friday, 2:00 PM–5:00 PM
Hours: 15 hours per week
Pay: $17–$21 per hour, based on experience
About Spring School of Music
Spring School of Music is a growing music school serving children, teens, and adults through private music lessons and our Piano Lab program. We believe families should feel welcomed, informed, and supported from their very first interaction with our school.
We are looking for a warm, organized, dependable team member to join our front desk and client care team. This is a great fit for someone who enjoys helping people, communicates clearly, follows through on details, and wants to become a long-term part of a positive school community.
About the Role
This is more than a basic front desk position. The Front Desk & Client Care Coordinator helps create an excellent experience for students and families throughout their time at Spring School of Music.
This role includes greeting families, answering calls and emails, helping with scheduling, following up with prospective and current students, supporting parent communication, assisting with light marketing tasks, and helping daily school operations run smoothly.
The right person for this role is friendly, steady, organized, proactive, and comfortable working with parents, students, teachers, and leadership.
Responsibilities
Front Desk & Daily School Support
- Greet students, parents, teachers, and visitors warmly and professionally
- Answer phone calls, texts, and emails in a timely and helpful manner
- Help families with scheduling questions, lesson information, make-up lesson procedures, and school policies
- Maintain a calm, organized, and welcoming front desk environment
- Support teachers and leadership with daily communication needs
- Communicate facility, scheduling, parent, or safety concerns to leadership
Student & Parent Customer Care
- Support families from first inquiry through ongoing enrollment
- Follow up with prospective families, new students, current families, and students who may need additional support
- Help parents understand how to use student accounts, schedule make-up lessons, cancel lessons properly, and stay informed about school events
- Communicate with warmth, clarity, and professionalism, especially when families have questions or concerns
- Help identify families who may be at risk of canceling and communicate those concerns to leadership
- Contribute to a positive parent and student experience that supports long-term enrollment
Scheduling, Systems & Administrative Support
- Use our school management system, Opus1, to update student accounts, track follow-ups, document communication, and support scheduling
- Maintain accurate student and family records
- Organize and complete daily task lists
- Use Gmail, Google Drive, Google Docs, Google Tasks, and Google Keep to manage information and communication
- Help improve checklists, templates, documentation, and daily procedures
- Keep information clear, organized, and easy for the team to use
Marketing & Community Support
- Support school marketing through parent communication, social media support, community outreach, and promotional projects
- Help take and gather photos, student wins, testimonials, and stories that highlight our school community
- Assist with posting approved content to school marketing channels as needed
- Help promote school events, recitals, seasonal campaigns, and enrollment opportunities
- Follow up with prospective families in a friendly and organized way
Retention & Student Success Support
- Help monitor student and parent engagement
- Follow up with families after enrollment, after absences, and during key moments in the student journey
- Support reminders, feedback collection, and parent communication campaigns
- Help leadership identify patterns in parent questions, missed lessons, scheduling issues, or customer concerns
- Contribute ideas for improving the family experience and making school operations smoother
Qualifications
- Must be available Monday–Friday from 2:00 PM–5:00 PM
- 3+ years of experience in customer service, office administration, receptionist work, client care, customer success, scheduling, operations, or a related role preferred
- Strong written and verbal communication skills
- Comfortable using Gmail, Google Drive, Google Docs, Google Tasks, and Google Keep
- Comfortable learning scheduling software, CRM systems, and school management systems
- Organized, dependable, detail-oriented, and able to follow through on tasks
- Comfortable speaking with parents, students, teachers, and prospective families
- Able to stay calm, professional, and helpful when solving problems
- Experience with customer engagement, marketing, social media, client follow-up, or retention is a plus
- Experience with Opus1 or another school management system is a strong plus
Ideal Candidate
The ideal candidate is warm, steady, organized, and proactive. You enjoy creating a positive experience for families and understand that small details matter.
You are comfortable with technology, willing to learn school systems, and able to communicate clearly in person, by phone, by text, and by email.
You do not need a music background, but you should care about providing excellent service to students and families.
We are looking for someone who wants a long-term part-time position and is interested in becoming a trusted part of our school team.
What Success Looks Like
A successful person in this role will help Spring School of Music:
- Create a warm, professional, and organized front desk experience
- Improve parent communication and satisfaction
- Support student retention through consistent follow-up and excellent customer care
- Keep daily operations running smoothly and reliably
- Maintain accurate records, clear task lists, and strong communication systems
- Support marketing efforts that help the school attract and retain families
Why This Role Matters
Families often form their first impression of Spring School of Music through their interactions with our front desk and client care team. A great Front Desk & Client Care Coordinator helps families feel welcomed, supported, informed, and confident in their decision to stay enrolled.
If you love helping people, enjoy organized systems, and want to be part of a positive music school community, this could be a wonderful long-term opportunity.
Pay: $17.00 - $21.00 per hour
Benefits:
Application Question(s):
- Are you looking for a long-term part-time position?
- Are you comfortable using Gmail, Google Drive, and Google Docs?
- Tell us about a time you helped a parent, customer, or client with a problem.
- Do you have experience with scheduling software, CRM systems, or social media?
- Are you available Monday–Friday from 2:00 PM–5:00 PM?
Experience:
- customer service, office administration or client care: 3 years (Required)
Work Location: In person
