Coordinator, Client Services/Administration

Position Overview

This position plays a key role in supporting the day-to-day operations of Gold Key Learning, creating a positive experience for students, parents, and tutors.

The Client Services and Administration Coordinator serves as a primary point of contact for parents and families, responds to inquiries, coordinates administrative activities, maintains accurate records, and prepares and distributes monthly invoices.

The ideal candidate is a confident, client first individual who has been recognized for their organizational skills, responsiveness, detail-orientation and is comfortable managing multiple priorities in a client-focused environment.

About Gold Key Learning

Since 2015, Gold Key Learning has been supporting K-12 and adult learners to achieve exceptional results through one on one, online and small group classes.

Gold Key’s award-winning tutors hold test preparation and academic tutoring qualifications with certification, classroom teaching experience and professional experience in the field of study.

Key Responsibilities

Parent and Client Services

Serve as a primary point of contact for parents and families, responding to telephone, email, and online inquiries in a professional and timely manner.

Provide information and follow up to prospective and new parents about tutoring services, programs, scheduling, fees, and administrative processes.

Maintain positive, skilled relationships with students, parents, tutors, and referral partners.

Escalate service concerns or sensitive matters.

Scheduling and Coordination





Coordinate tutoring schedules, appointments, and changes as required, and communicate information to parents, students, and tutors.

Track cancellations, rescheduled sessions, tutor availability, and student attendance.

Match students with appropriate tutors based on availability and service requirements.

Maintain accurate calendars and scheduling records.

Invoicing and Payment Administration

Prepare and distribute accurate monthly invoices to clients by verifying tutoring hours, rates, cancellations, credits, and other billing information before invoices are issued.

Maintain organized and accurate invoicing and payment records.

Monitor outstanding accounts and send courteous payment reminders and respond to parent questions.

Record payments and follow up on discrepancies or overdue balances.

Maintain confidentiality when handling financial and personal information.

General Administration

Maintain accurate student, parent, and tutor files.

Enter and update information in scheduling, invoicing, customer relationship management, or accounting systems.

Prepare correspondence, forms, reports, spreadsheets, and other documents.





Manage electronic filing systems and ensure documents are organized and accessible.

Support tutor onboarding and monthly requests

Track key documentation for students as well as tutors.

Identify opportunities to improve administrative processes and client communication.

Provide additional administrative support to the company owner as required.

Qualifications

Diploma or certificate in business administration, office administration, customer service, bookkeeping, or a related field is an asset.

Previous experience in administration, client services, office coordination, education, tutoring, or a similar environment.

Experience preparing invoices and maintaining billing records.

Strong written and verbal communication skills.

Strong organizational skills and attention to detail.

Ability to manage multiple tasks, deadlines, and changing priorities.

Comfortable workingwith parents, students, tutors, and libraries.

Proficiency with Microsoft Office or Google Workspace.

Experience with accounting, invoicing, scheduling, or customer management software is an asset.

Ability to handle confidential and sensitive information with discretion.

How to Apply

Submit your resume along with a well considered cover letter outlining how you meet the qualifications for this role.

Provide or be prepared to provide a police clearance letter.

Applications with generic or missing cover letters will not be considered. Our thanks to all who apply, only those applicants being considered will be contacted.

Pay: $30.00-$35.00 per hour

Work Location: In person

📌 Office Administrator (Calgary)
🏢 Gold Key Learning
📍 Calgary