Client Relations Specialist

Job Title: Client Relations Specialist
Department: Operations
Reports To: Cindy

Job Summary

The Client Relations Specialist serves as a key point of contact for students, parents, and instructors at Chambers Music Studio. You ensure smooth communication, efficient scheduling, accurate billing, and an overall positive experience for everyone involved in our musical programs. This role keeps the studio running seamlessly from a remote/offshore setting. 

Key Responsibilities 

Client Communication & Onboarding

• Welcome new families and guide them through the enrollment process via phone, email, text, or messaging platforms.

• Clearly explain program options (Piano Keys, private lessons, discovery lessons, etc.) and studio policies.

• Respond promptly to inquiries regarding schedules, pricing, program structure, and billing.
  
  

Scheduling / Program Management

• Manage lesson scheduling, including booking, rescheduling, cancellations, and updates.

• Ensure students are placed in appropriate programs based on their level (e.g., beginners start with Piano Keys).

• Coordinate remotely with instructors to confirm availability, group class times, and lesson transitions.
  
  

Billing & Payments

• Process billing and payments (tuition, discovery fees, make-up lessons, etc.) remotely.

• Handle refunds or invoice adjustments — reopening, voiding, or reprocessing invoices as needed.

• Provide billing details and payment schedules to clients when requested.
  
  

Support & Issue Resolution

• Address and resolve client questions or concerns professionally and empathetically.

• Escalate complex issues to management when necessary and document communications.

• Follow up to ensure clients feel supported and satisfied.
  
  

Record-Keeping & Database Management

• Maintain accurate and up-to-date records of clients, lessons, payments, and communications.

• Track attendance, lesson history, billing records, and program progress using studio management software or spreadsheets.
  
  

Internal Collaboration

• Work remotely with instructors, administrators, and management to support smooth scheduling, billing cycles, and client transitions.

• Share client feedback and recurring issues to help improve processes and policies.

• Help implement and maintain standard operating procedures for remote communication, scheduling, and billing.

Required Qualifications:

• Excellent written and verbal communication skills — friendly, empathetic, and professional.

• Strong organizational skills and attention to detail; ability to manage multiple tasks remotely.

• Comfort interacting with clients via phone, email, text, and messaging platforms.

• Strong problem-solving abilities with a calm, client-first approach.

• Familiarity with remote billing or payment systems.

• Proficiency with spreadsheets, CMS tools, and Google Workspace.

Preferred Qualifications:

• Experience with scheduling or client-facing roles in education, music, or service-based industries.

• Background using studio management platforms or CRMs.

• Prior remote customer service experience.

Key Competencies:

Communication & Client Engagement

• Verbal and Written Communication

• Client Relationship Building

• Issue Resolution & Follow-Through
   

Operational & Administrative Excellence

• Scheduling & Program Coordination

• Billing & Financial Accuracy

• Record-Keeping & Data Management
   

Remote Work Competency

• Digital Tools Proficiency

• Self-Management & Organization

• Virtual Collaboration
   

Problem-Solving & Process Improvement

• Analytical & Critical Thinking

• Adaptability & Initiative

• SOP Compliance & Enhancement
  
  
  

Why This Role Matters

You are the bridge between our studio and our families. By managing communication, scheduling, billing, and client support from a remote setting, you ensure every student and parent feels welcomed, understood, and cared for. Your work allows instructors to focus on teaching — and ensures families stay engaged, happy, and supported.

Physical Requirements/Work Environment (if applicable)

• A laptop or desktop computer running Windows 10 or later.

• Reliable high-speed internet connection with at least:

*30 Mbps download speed

*5 Mbps upload speed (testable via speedtest.net).

• Backup internet connection is required.

• A dedicated work area free from distractions and background noise

Salary Range: Will be disclosed in the job offer.