Corporate Office Manager in Rancho Cucamonga, California at St Mary's Montessori

The Corporate Office Manager is responsible for overseeing the daily operations of the Corporate Office while ensuring administrative excellence, organizational efficiency, and exceptional customer service throughout St. Mary's Montessori School.

This position serves as the primary administrative leader for the Corporate Office and coordinates support functions between Human Resources, Admissions, School Leadership, vendors, and executive leadership. The Corporate Office Manager ensures operational consistency, maintains corporate records, manages administrative staff, coordinates special projects and events, and develops systems that improve efficiency throughout the organization.

The Corporate Office Manager exercises sound judgment, maintains strict confidentiality, and represents the organization professionally when interacting with employees, families, vendors, licensing agencies, and members of the public.

The essential functions of this job and the tasks required to support them.

1. Students & Parent Relations:

2 Responsibilities and Duties

• Supervise Corporate Office administrative staff, receptionists, and clerical personnel.
• Delegate administrative responsibilities and monitor completion.
• Train new administrative employees.
• Develop office procedures and standard operating guides.
• Cross-train staff to ensure continuity of operations.
• Evaluate administrative processes and recommend improvements.
• Proficiently use Microsoft Office Suites (Word, Excel, PowerPoint, Outlook) for various administrative tasks.
• Assist with clerical work, including filing confidential documents, photocopying, and data entry.
• Maintain and update school records and databases accurately.
• Maintain a tidy, clean and organized reception area/front entry.
• Schedule and coordinate appointments and meetings
• Monitor the front desk which includes, answering phone, scheduling appointments, typing minutes, organizing office files, taking messages, ensuring security measure are followed when guests and visitors come to the office.
• Maintain and update all student records in compliance with Community Care Licensing [CA Title 22]
• Provide the highest level of customer services to maintain strong relationships with our families and staff.
• Help manage all school vendors and assist in keeping their records up to date
• Serve as a liaison between parents, teachers, and administration, ensuring clear and effective communication.
• Enter received payments in ProCare.
• Prepare and distribute school & corporate communications, such as newsletters, emails, and announcements.
• Uphold St. Mary’s policies and procedures, always maintaining a high level of confidentiality and professionalism.
• Audit files, paperwork, materials consistently through Microsoft Office Suites (Word, Excel, Planner) ensuring it is up to date
• Maintain sanitary standards for self and staff.
• Maintain accurate records of families, students and staff.
• Responsible for corresponding with outsourced teams to troubleshoot basic IT issues, which are often part of administrative roles (e.g., ProCare systems, TNN, IDS, etc.)
• Ability to clarify the distinction between daily and occasional tasks to help prioritize duties and responsibilities.
• Run errands for corporate office or schools as needed. This includes shopping, pickups, and drop offs of various items at different locations stores.

4. Other Staff Duties.

Employees may be assigned additional duties and responsibilities beyond their job description as needed. These duties may vary from time to time. Such assignments are expected to be within the employee's skills and capabilities and contribute to their professional development.

EDUCATION / WORK EXPERIENCE:

The MINIMUM required to perform this position.

ABILITIES AND SKILLS:

Special abilities the position requires.

PERSONAL ATTRIBUTES:

MENTAL AND PHYSICAL DEMANDS:

The mental discipline and physical requirements that occur regularly in performing the job duties.

• Reading/interpreting • Customer service • Driving company vehicle

instructions • Reasoning/judgment • Problem-solving

• Language skills • Carrying • Repetitive motion

• Detailed work • Standing • Reaching

• Confidentiality • Kneeling • Sitting

• Basic Math • Attendance • Lifting 10-40 lbs.

EXPOSURE TO:

• Moderate hazards (cleaning chemicals/ MSDS provided in breakroom)

• Childhood illnesses

• Heat/cold

• Noise

SUPERVISION:

The amount of supervision this position requires: Daily/Limited Supervision

CONTACT WITH OTHERS:

Parents Regularly

Government/state Agencies Rarely

Administration Regularly

Staff & Students Regularly

Reports to

Executive Staff

The above information is intended to describe the most important aspects of the position. It is not intended to be

construed as an exhaustive list of all responsibilities, duties, and skills required in order to perform the work.