Administrative & Client Services Officer (Business Services Team Member)

Admin / client service role in Adelaide's leading dance studio for adults

Dragonfly Dance – 80 Anzac Highway, Everard Park

Offering up to 25 hours per week – role may go to one person or multiple

Are you great at connecting with people, keeping conversations focused, and inspiring them to take the next step? At Dragonfly Dance, we're after a quick learner who can share our offers with clarity and enthusiasm, secure bookings, and contribute to the smooth and efficient running of our growing studio.

Our purpose is to foster belonging and connection through the transformative power of dance.

In this role, you will help bring that purpose to life when you:

• Respond to new enquiries and support existing clients by phone, email, and sometimes in person
• Use our tried and tested procedures to help us build our client base
• Undertake various administrative tasks
• Help maintain a tidy, well-stocked, and welcoming studio
• Use our online booking system / CRM to keep accurate class and client records
• Help keep things running smoothly behind the scenes

To succeed in this role and team, you will be to:

• Rapidly learn our classes, offers, and key selling points, and use that knowledge to answer questions, spark interest, and secure bookings.
• Excel at communicate clearly, concisely and persuasively
• Connect with people by phone, email, and face-to-face
• Recommend the right option and making it easy for people to get started.
• Adhere to policies and procedures consistently, not just in principle but in practice
• Be tech savvy, able to use common software like email, Word, Excel, and learn new systems, such as our online booking system MindBody.
• Assist with other tasks that keep the studio running smoothly.
• Live our values of connection, kindness, commitment, respect
• Take directionm but think for yourself and work unsupervised when needed

Why join us?

• You'll be doing something that makes a difference to people's lives – making them happier, healthier, and more connected
• Unique, innovative, and growing organisation
• Organised, supportive, and friendly
• Opportunities to learn and grow
• Varied and rewarding role

FORMAL JOB DESCRIPTION: BUSINESS SERVICES TEAM MEMBER

Position summary

Position title: Business Services Team Member

Reports to: Business Services Manager

Location: In Studio

Employment type: fixed term, part time employee

Position Objective

To deliver consistent, efficient, and professional administrative support across all operational areas of Dragonfly Dance. This role ensures high-quality client service, accurate task execution, and reliable contribution to the daily functioning of the studio.

Role Overview

The Business ServicesTeam Member plays a key frontline and behind-the-scenes role in the smooth delivery of studio services. This includes responding to client enquiries, supporting class and studio operations, completing routine tasks, following management direction, and maintaining up-to-date systems and documentation. The role requires attention to detail, strong communication skills, and a proactive approach to workflow and client care.

Key relationships

• Reports to Business Services Manager
• Works collaboratively with Business Services team members
• Liaises with teaching staff, clients, and external suppliers as required
• Follow Studio Owner's directions when in the studio/ requested

Key responsibilities

Client Service and Communication

• Respond to phone calls, voicemails, emails, and in-person enquiries promptly and professionally
• Provide accurate information about class schedules, programs, and services
• Support onboarding and ongoing assistance for clients (including self-check-in guidance)
• Escalate complex or sensitive issues to the Business Services Manager

Daily administration and workflow

• Complete assigned daily and weekly admin tasks as delegated by the Manager
• Accurately maintain client records, bookings, and attendance tracking
• Assist with preparation and coordination of classes, teacher covers, and studio hire
• Record and report on key productivity stats (e.g. calls, emails, tasks completed)
• Follow directions from the Business Services Manager in a timely and professional manner, which may include:
• Sourcing and booking tradespeople
• Seeking best cost or value when engaging external services
• Booking venues for external events or workshops
• Assisting with planning and coordination of studio and staff functions

System use and data management

• Use studio software and systems confidently and consistently, including Mindbody, Connect Team, ChatGPT (for writing support or research tasks), Microsoft Excel & Word, email and mail management systems
• Ensure client and task information is accurate and up to date
• Follow standard operating procedures and checklists for recurring tasks
• Team contribution and communication
• Attend and actively participate in team huddles and meetings
• Contribute to a positive, respectful, and client-focused team culture
• Share updates, wins, and issues with the team and Manager
• Assist with new team member onboarding and knowledge sharing when required

Venue and supplies support

• Monitor studio cleanliness and functionality during shifts
• Report maintenance issues or low supplies to the Manager promptly
• Support set-up and pack-down of the reception area and studio spaces as needed

Position competencies

Essential skills and qualities

• Excellent verbal and written communication
• High attention to detail and accuracy
• Strong time management and task completion skills
• Professional and warm approach to client service
• Comfortable using administrative systems and following digital processes
• Ability to take initiative and seek help when needed
• Team player with a supportive and accountable mindset
• Confident use of the tools and platforms listed in System Use and Data Management

Desirable experience

• Previous experience in reception, admin, or customer service
• Familiarity with the performing arts, fitness, or education sectors
• Experience with dance training
• Experience using studio or CRM software systems

Success in this role looks like

• Tasks completed consistently and to a high standard
• Clients feel welcomed, supported, and informed
• Accurate data and up-to-date records in all systems
• Active contribution to a collaborative and high-performing team
• Ability to follow direction and take ownership of delegated responsibilities

Job Types: Part-time, Fixed term

Contract length: 12 months

Pay: $24.95 per hour

Expected hours: 10 – 25 per week

Language:

• English (Required)

Work Authorisation:

• Australia (Required)

Work Location: In person