Office Manager for Child Development Center

Job Description

Job Description

Position Summary

The Office Manager is responsible for overseeing the daily administrative and operational functions of the child care center office. This position supports the Executive Director, staff, families, and vendors by managing enrollment records, tuition accounts, communication, billing, compliance paperwork, and general office organization. The Office Manager helps ensure the center runs smoothly, professionally, and in compliance with all licensing and program requirements.

Essential Duties and Responsibilities

Administrative & Office Operations

• Manage the front office and serve as the first point of contact for families, visitors, and staff.
• Answer phone calls, emails, and parent inquiries in a professional and timely manner.
• Maintain organized and accurate child, family, and staff files.
• Order office supplies, classroom supplies, and other center materials as needed.
• Assist with scheduling meetings, tours, and special events.
• Prepare letters, memos, newsletters, and parent communication as requested.
• Maintain confidentiality of all child, family, and employee information.

Enrollment & Family Accounts

• Assist families with enrollment, registration, and required paperwork.
• Maintain current enrollment records, waiting lists, and attendance documentation.
• Process registration fees, tuition payments, and account balances.
• Support the Executive Director with tuition records, billing questions, and financial tracking.
• Ensure all child records, immunizations, and emergency forms are current and complete.

Compliance & Recordkeeping

• Maintain files and documentation required for state licensing, audits, and inspections.
• Assist with Pre-K paperwork as applicable.
• Track deadlines for child records, staff trainings, background checks, and required documentation.
• Help prepare reports, rosters, and records for licensing visits and center monitoring.
• Ensure office systems and records remain accurate, secure, and up to date.

Staff Support

• Assist with onboarding paperwork for new employees.
• Maintain staff files, attendance records, and other employment documentation.
• Support staff with supply requests, parent communication, and administrative needs.
• Help coordinate substitute coverage communication and classroom support needs when requested.

Financial & Operational Support

• Assist with invoices, receipts, payment plans, and deposit documentation.
• Support the Executive Director with budget tracking, vendor communication, and purchasing records.
• Maintain records for late fees, registration fees, and other center charges.
• Help ensure smooth daily operations by addressing office-related issues promptly.

Qualifications

• High school diploma or GED required; Associate’s or Bachelor’s degree preferred.
• Minimum of 2 years of administrative, office management, or customer service experience required.
• Minimum of 3 years in a child care center, school, or early childhood setting required.
• Strong organizational skills and attention to detail.

• Ability to manage multiple tasks and prioritize in a fast-paced environment.
• Proficiency in Microsoft Office, Google Workspace, email, and childcare management software (such as Brightwheel or similar systems) preferred.
• Ability to maintain confidentiality and professionalism at all times.

Knowledge, Skills, and Abilities

• Strong interpersonal and customer service skills
• Ability to work independently and as part of a team
• Strong recordkeeping and data entry skills
• Ability to communicate effectively with families, staff, and community partners
• Ability to handle sensitive situations with professionalism and discretion
• Knowledge of child care licensing requirements and office procedures preferred

Physical Requirements

• Ability to sit, stand, walk, and move throughout the center as needed
• Ability to lift up to 25 pounds occasionally
• Ability to use office equipment such as computers, printers, copiers, and phones

Work Environment

This position works primarily in an office setting within a licensed child care center. The Office Manager will have regular interaction with children, families, staff, and visitors and must maintain a positive, welcoming, and professional demeanor.