Wanted: Ridiculously organized and smart person for part time administrative position (15-25 hours a week)
Hi! I’m Rachel Lipson, the founder and director of Blue Balloon Songwriting. My business offers in-home music lessons for kids and adults in NYC. A team of about 30 teachers teach 150+ lessons per week, but all scheduling, payments, and all other administration of the business is managed off-site by me. I've been in business for seven years and the business has grown to the point where I need help immediately to keep everything organized and operating smoothly.
The position will be 15-25 hours per week, usually with a regular schedule of something like 10am-2pm, 4-5 days a week but those days/hours and times are flexible. We will sometimes be working from my home off the Jefferson L train stop, and some of the work can be done remotely or from a nearby cafe. I have a friendly dog, so be aware that he may be around. You will be paid as a 1099 contractor.
Much of your time will be spent laying out and confirming long-term weekly schedules for students, coordinating between parents and teachers to find the perfect fit (schedule and personality wise) for each student. Work may be especially concentrated around the beginning of semesters (early January and late August/early September). I will also need a lot of help preparing for our Spring concert, held at the Knitting Factory in early June.
Off-hours text/email responses will be appreciated but will be limited. We will set everything up to be trackable so I can avoid having to contact you in the evenings, etc. However, I may text you now and again in the evening to ask a quick question about a lesson the following day, etc.You’ll also be keeping track of lessons to correctly invoice parents and pay teachers. This is all done through our online scheduling database, which I’ll teach you how to use. You will be interacting with both customers (parents) and teachers via email and text, ensuring that each lesson happens seamlessly. Professionalism and transparency are crucial, all while being friendly, positive, approachable, energetic and responsive.
You will also be recording payments from invoices, payments to teachers, and other logistical tracking, so you should know your way well around Excel/Numbers (intermediate users and above, please). In general, you should be so organized that your friends think you are ridiculous. You should be so detail oriented that you border on perfectionism, but are also smart and aware enough to also get things done quickly and efficiently. You will need your own laptop. Mac users preferred as a huge bulk of my operation is done via iMessage/Notes/Mail (via Gmail), but not required. A background in music is preferred but not required, experience with client relations, schedule management and/or billing is a must.
The position has room for growth for the right person with the potential for more hours dedicated to helping out with marketing and product/business development as the business continues to grow.
How to Apply:
To apply, please send me an introductory email at firstname.lastname@example.org with a little bit about yourself and your background and why you think you’d be a good fit for this position. Please be sure to spend some time on the website to familiarize yourself with the company before contacting me. I'm looking forward to hearing from you!