Office Manager

L'Atelier School is looking for an Office Manager. L'Atelier School is the pioneer school bringing to South Florida the Reggio Emilia Philosophy in education. We are located in South Miami, Fl. For the last 30 years we have been offering a high level educational project community to children, parents, teachers and community members. Our inspiration in the Reggio Emilia approach, our direct collaboration with Reggio Children, NAREA, and other educational contexts makes us a unique school.We serve children from 3 months to 5 years old. The Preschool Office Manager is responsible for ensuring the smooth, efficient, and professional operation of the school's administrative functions. This role supports the director, teachers, parents, and staff by managing daily office operations, coordinating communication, handling financial tasks through QuickBooks, overseeing procurement of supplies and materials, and organizing school-wide projects and events. The ideal candidate is highly organized, detail-oriented, bilingual (Spanish), strong communication skills (verbal and written), strong drive and motivation, proactive, and comfortable working in a child-centered environment. Key Responsibilities 1. Administrative & Office Management Serve as the primary point of contact for parents, staff, vendors, and prospective families. Oversee daily office tasks including answering phones, managing emails, scheduling appointments, and maintaining student files. Ensure compliance with state licensing requirements, maintaining accurate documentation and reporting records. Manage school calendars, including classroom schedules, special events, tours, and parent meetings. Monitor attendance records and assist teachers in maintaining required logs. 2. Financial & QuickBooks Management Enter invoices, track expenses, and maintain accurate financial records using QuickBooks and Procare. Process tuition payments, issue receipts, and assist with billing questions from families. Reconcile monthly statements and support the director with financial reporting. Assist with budgeting and forecasting for school operations and classroom needs. 3. Procurement & Vendor Management Manage procurement of all classroom supplies, office materials, snacks, cleaning products, playground equipment, and other school resources. Maintain inventory and anticipate supply needs to ensure uninterrupted classroom operations. Build relationships with vendors, negotiate pricing, and track purchase orders and deliveries. Review vendor invoices and ensure accuracy before submitting them for payment through QuickBooks. Research, evaluate, and recommend new vendors or products as needed. 4. Project & Event Organization Plan, coordinate, and execute school-wide projects such as enrollment periods, fundraising events, holiday programs, summer camps, and facility improvements. Develop timelines, assign tasks, and communicate progress to the director and staff. Manage logistics for events including materials, schedules, communication with parents, and volunteer coordination. Support teachers with classroom project needs by organizing resources, managing deadlines, and ensuring smooth implementation. Oversee the coordination of emergency drills, staff training sessions, and special school initiatives. 5. Parent & Staff Communication Maintain regular communication with families regarding school announcements, forms, payments, and upcoming events. Distribute newsletters, reminders, calendars, and policy updates. Assist with onboarding new families, providing required documentation and orientation information. Collaborate with the director and teachers to ensure consistent communication across the school. 6. Technology & Record Keeping Maintain accurate digital and physical records, including enrollment documents, health forms, staff certifications, and incident reports. Use QuickBooks, Microsoft Office/Google Workspace, and school management software to streamline operations. Ensure data privacy and compliance with student confidentiality standards. Qualifications Minimum 2-3 years of administrative or office management experience, preferably in a school or childcare environment. Strong proficiency with QuickBooks, including billing, invoicing, expense tracking, and account reconciliation. Experience with procurement and inventory management. Strong organizational and project-management skills; able to coordinate multiple tasks and deadlines. Excellent communication and interpersonal skills, particularly with parents and teachers. Strong attention to detail and ability to maintain professional records. Comfortable working in a fast-paced, child-focused environment. CPR/First Aid certification (or willingness to obtain) is a plus. Core Competencies Organization & Time Management Financial Accuracy Problem-Solving & Initiative Customer Service Orientation Confidentiality & Professionalism Multitasking & Prioritization Collaborative Teamwork