Duties & Guidelines for Office Manager

Daily Tasks:

  1. Bank Deposit:

    • Take the previous day’s deposit to the bank.

  2. Communication:

    • Return all messages on the answering machine.
    • Call the next day’s appointments to confirm.
    • Send confirmation notes for any appointments made the day before.

  3. Appointment Management:

    • Check the appointment board/book for no-shows.
    • Make follow-up calls to reschedule missed appointments.

  4. Membership Agreements:

    • Fax in all new membership agreements.
    • Log all faxed membership agreements in the log for the day.

  5. Stocking and Maintenance:

    • Stock the drink cooler and candy machine.
    • Perform the “batch” function on the credit card machine and staple the batch report to the cash register log sheet.
    • Prepare the next day’s deposit.

Weekly Tasks:

  1. Membership Management:

    • Verify all faxes to the billing company and email the account rep with any discrepancies on new or canceled contracts.
    • Send renewal letters to all students on the renewal list. Repeat this every week until the student renews.
    • Call all students on the renewal list to set appointments for renewal conferences to avoid the class change rush.

  2. Pro Shop Maintenance:

    • Update Pro Shop displays and restock.
    • Prepare uniform orders to go out on Friday.

Monthly Tasks:

  1. Billing and Contracts:

    • Review the monthly billing report for past due accounts, new contracts, cancellations, students up for renewal, and questions in the “note” fields.
    • In the first week of each month, email all students that are currently past due, reminding them they must be up to date on tuition to be eligible for striping. Take an advocate approach to this.
    • Review contracts due for collections and contact the account executive with a plan of action.

  2. Data Management:

    • Update contract renewals and the new student list, comparing it to the monthly report.
    • Contact the billing company account rep with any discrepancies on new contracts and renewals that were submitted.

  3. Pro Shop Rotation:

    • Rotate Pro Shop displays to make them look “new.”