Operations Officer

Leadingnation; Hong Kong; On-site; HKD 180,000 - 280,000; Full time

Job summary

Aether Education is seeking an Operations Officer in Hong Kong to oversee daily operations across student, family, tutor, and consultant coordination. You will manage onboarding, scheduling, CRM data, and billing processes to ensure seamless service delivery.

The role requires 1–3 years in operations or admin, proficiency with CRM and scheduling tools, and strong communication and organizational skills to support a fast-paced education environment.

Qualifications

• 1–3 years of experience in operations, administration, customer service, or project coordination (experience in an educational setting or agency environment is a strong plus).
• Tech-savvy with Google Workspace/Microsoft Office, CRM software, scheduling tools (Calendly, Acuity), and video conferencing platforms (Zoom, Teams).
• Communication: exceptional written and verbal communication skills with a warm, professional, client-first demeanor.
• Organization: outstanding multi-tasking skills with the ability to prioritize tasks in a fast-paced, deadline-driven environment.

Responsibilities

• Client & Student Onboarding: Welcome new families, guide new clients through onboarding, collect paperwork, set up profiles in the system.
• Service Matching: Coordinate with academic directors to pair students with tutors or admissions consultants based on needs.
• Scheduling & Logistics: Oversee scheduling for tutoring sessions, consultations, and diagnostic tests across time zones.
• Rescheduling & Coverages: Resolve scheduling conflicts, manage tutor availability, and coordinate substitute coverage.
• Administrative & System Management: Maintain CRM and internal databases, and collect session notes, attendance, feedback forms.
• Billing & Finance Support: Track tutoring hours and assist finance with invoicing and payroll; monitor package hours and renewals.

Skills

Communication

Organization

Tech-savvy

Education

Bachelor's degree

Tools

CRM software

Google Workspace

Microsoft Office

Calendly

Acuity

Zoom

Teams

Job description

• You will manage the logistical coordination


• Education: Bachelor’s degree


• Welcome New Families: Guide new clients

Company Description

Aether Education is an education consulting with over 15 years of experience and maintains an 85%+ acceptance rate into students’ target schools, including Ivy League and other top-tier institutions. The company uses a holistic approach that combines academic strategy, skills development, and internship guidance, supporting learners from high school through postgraduate stages.

Position Overview

The Operations Officer is the engine behind our daily operations. You will manage the logistical coordination between students, families, tutors, and consultants. From scheduling sessions and managing our CRM to onboarding new clients and tracking billing, you will ensure our educational services are delivered seamlessly and efficiently.

Key Responsibilities

1. Client & Student Onboarding

Welcome New Families: Guide new clients through the onboarding process, collect necessary paperwork, and set up initial profiles in our system.

Service Matching: Coordinate with academic directors to pair students with the ideal tutor or admissions consultant based on needs, learning style, and availability.

2. Scheduling & Logistics

Calendar Management: Oversee and optimize scheduling for tutoring sessions, consultations, and diagnostic tests across multiple time zones.

Rescheduling & Coverages: Rapidly resolve scheduling conflicts, manage tutor availability, and coordinate substitute coverage when necessary.

3. Administrative & System Management

CRM & Data Maintenance: Keep our client relationship management (CRM) software and internal databases accurate, up-to-date, and secure.

Progress Tracking: Assist in collecting session notes, attendance records, and feedback forms from tutors and consultants.

4. Billing & Finance Support

Invoicing Coordination: Track tutoring hours and milestone completions to assist the finance team with monthly invoicing and payroll preparation.

Package Tracking: Monitor student package hours and alert families when renewals or extensions are required.

Qualifications & Skills

Experience: 1–3 years of experience in operations, administration, customer service, or project coordination (experience in an educational setting or agency environment is a strong plus).

Tech-Savvy: Proficient in Google Workspace/Microsoft Office, CRM software, scheduling tools (e.g., Calendly, Acuity), and video conferencing platforms (Zoom, Teams).

Communication: Exceptional written and verbal communication skills with a warm, professional, and client-first demeanor.

Organization: Outstanding multi-tasking skills with the ability to prioritize tasks in a fast-paced, deadline-driven environment.

Education: Bachelor’s degree in Business Administration, Communications, Education, or a related field.