Operations & Office Manager – Tutoring Business (On-Call Retainer)

Vass Tutoring; Melbourne; On-site; AUD 18,000 - 23,000; Part time

Job summary

Vass Tutoring is seeking an Operations & Office Manager to oversee scheduling, communications, and payments for a growing tutoring business in Melbourne. The role offers a guaranteed weekly retainer and approximately 12.5 hours of active work, plus on-call availability from 2:00 pm to 7:00 pm, Monday to Friday.

The position is casual with training before January 2027. You will coordinate with a team of tutors and parents to ensure smooth operations while supporting execution of daily tasks and

Qualifications

• On-Call Availability: reachable 2:00 pm–7:00 pm for emergencies.
• Strong Excel/Google Sheets proficiency for tracking.
• Excellent communication with parents and tutors.
• Experience in scheduling and payment tracking.

Responsibilities

• Master Scheduler: manage all scheduling inquiries and timetabling for 100+ weekly sessions.
• Communication Lead: clear and respond to parent/tutor emails by 11:00 am.
• Payment Tracking & Enforcement: audit accounts and ensure sessions are paid 24 hours in advance.
• Urgent Escalations: handle on-call issues 2:00 pm–7:00 pm.

Skills

Scheduling

Spreadsheet proficiency

Customer service

On-call availability

Accounts/payments tracking

Tools

Google Docs/Sheets

OneNote

Excel

Job description

Operations & Office Manager – Tutoring Business (On-Call Retainer)

Job Title: Operations & Office Manager – Tutoring Business (On-Call Retainer)

Hours: Approx. 12.5 hours per week (2-3 hours per day) of active daily tasks + on-call availability for urgent matters between 2:00 pm and 7:00 pm (Guaranteed daily retainer)

Employment Type: Casual

WWCC: Appointment to this position is dependent on obtaining and maintaining an 'Employee' Working with Children Check.

Remuneration: $450 weekly retainer

Applications Close: 8 December 2026

Start Date: ASAP (To allow full training before January 2027)

About Us

We are a growing, high-quality tutoring business dedicated to helping students achieve their academic goals. We currently manage a team of 12 passionate tutors and support over 100 students with tailored, weekly, one-on-one sessions. We are looking for a highly organized administration superstar to act as the primary operational backbone of our business.

About the Role

This is a unique, highly flexible role perfect for an administrative professional looking for consistent, daily work on a retainer basis. You will receive a guaranteed retainer of $450 per week to cover approximately 2-3 hours of active work per day, split into two focused blocks to manage our peak scheduling, communication, and payment flows.

Additionally, because our one-on-one tutoring sessions run throughout the afternoon and evening, you will need to be on call between 2:00 pm and 7:00 pm Monday to Friday to handle any urgent, time-sensitive matters that arise once tutoring begins for the day.

Who This Role Would Suit Best

• An Experienced Business Administrator or Former Business Owner: Someone with exceptional experience running a business or office ecosystem who loves creating order, managing systems, and keeping operations running smoothly.
• A Former Teacher or Educator: Someone who understands the tutoring/education landscape, relates well to parents, and wants to stay involved in education without the classroom hours.
• A Parent: Someone looking for stable, meaningful work that easily fits around school drop-offs, pick-ups, and family life.

Shift, Timings & On-Call Windows

• Morning Block (Active Admin): Review and respond to all inbound emails and scheduling enquiries, ensuring everything is cleared and answered by 11:00 am.
• Late Afternoon Block (Active Admin): Review the schedule for the following day, verify that accounts are paid up, and proactively follow up on outstanding invoices to enforce our policy.
• 2:00 pm – 7:00 pm Window (On-Call Support): Remain available to pick up urgent, last-minute phone calls or messages from staff, students, or parents (e.g., sudden sickness, tutor sickness or lateness, or immediate session cancellations).

Key Responsibilities

• Master Scheduler: Manage all scheduling inquiries, session changes, tutor availability for over 100 weekly one-on-one sessions using our Google Docs/Sheets timetabling ecosystem and OneNote.
• Communication Lead: Act as the first point of contact, promptly clearing and responding to parent and tutor emails by 11:00 am each morning, and handling phone enquiries.
• Payment Tracking & Enforcement: Check inbound email receipt notifications, track student accounts accurately via our Excel spreadsheet, and audit the upcoming schedule to ensure all sessions are paid 24 hours in advance. Professionally follow up on outstanding accounts to secure payment or pause unpaid sessions.
• Urgent Escalations: Serve as the reliable anchor between 2:00 pm and 7:00 pm, troubleshooting immediate issues so that evening sessions run without a hitch.

What We Are Looking For

• On-Call Availability: Absolute commitment to being reachable and responsive between 2:00 pm and 7:00 pm for genuine administrative emergencies.
• Reliable Split Task Availability: Ability to complete the morning active administration block before the 11:00 am deadline, and the payment audit block in the late afternoon.
• Spreadsheet Proficiency: Strong administrative experience with Excel and Google Sheets, with the ability to maintain accurate, neat, and up-to-date tracking files.
• Exceptional Customer Service: A calm, reassuring, and professional phone and email manner suited for interacting with parents and educators under tight timeframes.
• Firm Yet Professional: Comfort with checking accounts and politely but firmly enforcing our 24-hour advance payment policy.