Part Time Sales Admin

3 weeks ago

Subang Jaya, Malaysia Stage 69 Productions Full time

We are a performing arts academy and theatre company who is looking for a suitable Part Time Sales Admin who can carry out the responsibilities as stated below:

- **Administration**
- **Facilities**_

1) Taking care of the premises and facilities

2) Make sure rooms are ready for class 15 minutes before class starts (Clean, sat up and sanitized. No objects such as furniture, blocks, equipment etc should obstruct the room space used for the classes

3) Make sure no conditions related to cleanliness such as excessive dirt or wet floor before class starts.

4) Make sure necessary equipment needed by the class is in place such as instruments or speakers before class starts.

5) Monitor the overall cleanliness of the premise such as making sure rubbish is disposed properly and report to management any cleanliness issues that need to be taken care of externally.

6) Inform management regarding the replacement or the need to purchase of any administration related items such as stationery, batteries, printer ink etc.
- **Teachers**_

Frequently communicate with teachers regarding their weekly attendance status and their administrative needs for classes.

1) Teachers who are absent from class regardless of preplanned or emergency must immediately inform you. You are required to relay the message to the academy manager to arrange for a replacement teacher.

2) Assist the teacher in printing class materials. Best done before class starts.

3) Check on the teachers if they are not at the premises 5 minutes before class starts.

4) Check and remind the teachers to take class attendance for students.

5) Check and make sure teacher’s attendance is recorded according to their class slots by hours.
- **Paperwork and Communication**_

Handle all administrative paperwork for both hard and digital copy and frontdesk communications.

1) Be familiar with all the necessary paperwork procedures such as the function of various forms and when to use them. Replenish them when needed.

2) Organize and arrange all forms and materials according to their designated location.

3) Communicate and arrange appointments for the management with external parties such as vendors, interviews or parents that wish to meet academic staff.

4) Update reminders on events and appointments in our digital master organizer.

5) Write memos or letters for parents and students to keep them updated with happenings from time to time. Cross check with management for templates.

6) Frequently inform and seek advice from the academy manager regarding any communication SOP with parents, students and teachers.

7) Keep parents and students updated about schedule changes and break dates.

8) Inform academy managers if there is any request of parents or students to see teachers outside class.

9) Update students status weekly and make sure students and parents understand our rules and regulations such as payment, stopping of class and absenteeism.
- **Fee Payment and Bursary Records**_

Handle fee payment processes from students and monetary reimbursement records.

1) Familiarise with fee payment processes and the terms and conditions.

2) Be familiar with digital payment using grab pay and online transfer. Get technical details from management.

3) Make sure all fees are paid latest by the 2nd week of the month before class starts. Failing will result in students being barred from entering class.

4) Send a reminder at the end of 1st week's lesson to all that did not pay fees.

6) Record and communicate any form of reimbursement and refund of money for clients or staff with management such as a claimable receipt from staff.

**Sales and Inquiry**
- **Product Knowledge**_

Be familiar with all products offered by the company and understand how to sell effectively. Product training will be offered by management.

1) Understand the nature and difference of each product and be familiar with client types that suit each product.

2) Understand the pricing and the value that the product will bring to its consumer.

3)Roughly understand the learning content and progression journey of students of each product and the teacher’s approach in handling classes.

5) Be familiar with offers and discounts of products from time to time.
- Inquiries_

Respond and provide information for online and walk in inquiries. Encourage them to drop by the premise for trial classes. Some inquiries need to be handled by management. Always consult management for advice when uncertain about response.

1) Record all leads (walk in, call, message or given) in the leads list and update their contact stage status.

2) Do cold calling for given leads in a timely manner and follow up with old leads consistently.

3) Provide leads with basic information and encourage them to drop by the premise for further consultation.

4) Arrange trial class with each lead and inform teachers about potential trial class students. Cross check with the academy manager about the arrangement of separate trial classes

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