Operations Coordinator
East Coast Scholars – Farmingdale, NY
About East Coast Scholars
East Coast Scholars (ECS) is a Nassau County, Long Island based college counseling and academic services company. We provide college advising, subject tutoring, SAT/ACT prep, and academic support to families across Long Island and beyond. We're a small, hands-on team, and this role sits at the center of how our day-to-day operations run.
Position Overview
ECS is hiring a part-time Operations Coordinator to own the daily administrative backbone of the business: client communication, scheduling, tutor coordination, and accounts receivable support. This is a hands-on, execution-focused role for someone who is organized, responsive, and comfortable managing a lot of moving pieces at once. Candidates who can also tutor a subject area (math or science preferred) are strongly encouraged to apply, as this role includes the opportunity to fill hours through tutoring in addition to operations work.
This role starts part-time (approximately 20 hours per week) with a clear path to full-time as responsibilities and workload grow. It is not a marketing, sales, or college advising role. Over time, and as the person proves themselves in the core responsibilities below, there is room to grow into client-facing growth activities such as referrals and testimonials, but that is a future opportunity, not a day-one expectation.
Key Responsibilities
Client Communication & Support
- Serve as the day-to-day point of contact for client questions, scheduling needs, and general support
- Field and resolve routine client issues and complaints, escalating significant concerns to the COO
- Maintain accurate, up-to-date client and student records in our operations platform
- Respond promptly and professionally to parent inquiries, including some availability outside standard business hours for time-sensitive issues
Scheduling & Tutor Coordination
- Coordinate tutor availability and session scheduling to ensure nothing falls through the cracks
- Support recruiting and onboarding of new tutors, including agreements and platform setup
- Maintain accurate tutor profiles and bios within the operations platform
- Monitor tutor performance and session delivery, flagging concerns as needed
- Support offboarding of tutors when necessary, including collecting feedback
Billing & Accounts Receivable Support
- Track session and package payments across our billing systems, ensuring sessions are properly marked as paid
- Support invoice creation and payment follow-up for package-based clients
- Help reconcile payments across Stripe, PayPal, and Zelle as applicable
- Keep billing records current and flag discrepancies promptly
Operations Platform
- Serve as a day-to-day owner of our operations platform, ensuring the team has what they need to run smoothly
- Keep on top of the pipeline and daily operational tasks so nothing is missed
- Help identify and troubleshoot operational issues before they become client-facing problems
Tutoring (Preferred)
- Tutor students in math and/or science subjects to help fill hours and build consistent, direct experience with our client base
- Deliver sessions with the same quality, communication, and reliability standards expected of all ECS tutors
Qualifications
- Highly organized, detail-oriented, and comfortable managing multiple priorities at once
- Strong communicator who is comfortable and personable speaking with parents and families
- Responsive and reliable; someone who genuinely cares about doing the job well, not a 9-to-5 mindset
- Comfortable working with scheduling, billing, and CRM-style software
- Ability to tutor a subject area, particularly math or science, strongly preferred
- Based on Long Island or able to work locally; some affinity for education or tutoring background is a plus
- Prior experience in operations, administrative support, or client service is a plus but not required
Compensation & Schedule
- Starts at $25/hour
- Part-time to start, approximately 20 hours per week, with a path to full-time based on fit and workload
- Schedule includes some flexibility requirements outside standard hours for urgent client or tutor needs
Growth Opportunity
As this person grows into the role, there is room to take on more client relationship-building work, including referrals, testimonials, and cross-sell/upsell conversations with existing families. This is a future direction for the role, not a starting responsibility.
To Apply
Interested candidates should reach out to [email protected] or call 516-614-5834.
Pay: From $25.00 per hour
Benefits:
Work Location: Hybrid remote in Farmingdale, NY 11735
