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Enrollment & Lead Conversion Assistant

🆔 Job ID: DONDEE1
🏢 Industry: Dance Studio
🌎 Location: LATAM / South Africa
🕒 Job Status: Part Time (20 Hours per week)
⏰ Work Schedule: 10:00am – 2:00pm EST / 10:00am – 12:00pm & 5:30pm – 7:30pm EST Sundays Availability
💰 Salary: $6 – $8 per hour
🚀 Target Start Date: ASAP

Role Overview

About the Client

The client is a well established dance school in the Baltimore area with a strong reputation, awards, and a welcoming community culture.

The school:
• Currently serves about 250 students
• Aims to grow to 350–400 students
• Is moving into a larger facility within 4–6 months

Enrollment growth and strong parent communication are top priorities during this expansion phase.

About the Role

We are hiring a Part Time Enrollment and Billing Support Virtual Assistant to:
• Manage and drive the lead and enrollment pipeline inside GoHighLevel
• Support periodic billing tasks in Studio Pro

This role focuses on:
• Fast follow up
• Warm, friendly sales conversations
• Consistent lead tracking to prevent prospects from being lost in the funnel
• Ensuring families feel supported from first contact through trial and registration

Billing support is a smaller portion of the role but includes handling:
• Basic account questions
• Routine transactions as needed

Key Responsibilities

Lead Management and Enrollment Follow Up

• Respond to inbound leads inside GoHighLevel and ensure every lead is actively moved forward through the funnel
• Engage leads via text, email, and phone calls with a warm, welcoming tone
• Schedule and reschedule free trial classes and maintain accurate records of each lead status
• Follow up consistently so leads do not hit automated messages due to delayed response
• Support enrollment conversion by addressing common questions and objections subtly and non pushy
• Track outcomes and support KPI reporting tied to lead response speed, trials booked, and trial to enrollment conversion

Customer Communication and Retention Support

• Maintain positive and professional communication with current families as needed
• Support student retention by responding promptly and clearly to parent questions
• Coordinate with internal team members when responsibilities overlap, including the enrollment coordinator

Billing Support and Account Management

• Use Studio Pro to locate student and parent accounts, review transactions, and update basic account information
• Monitor monthly tuition payments and identify failed card or bounced bank payments
• Support autopay enrollment management, including re enrolling families removed from autopay
• Contact parents regarding overdue balances and apply late fees following studio policy when instructed
• Handle basic billing requests such as refunds, duplicate payments, adding or removing charges
• Provide strong customer support for billing questions and account issues

Tools and Process Improvement Support

• Work confidently inside GoHighLevel and learn Studio Hub configuration
• Support long term process organization, including potential future setup support for Asana if role expands

Qualifications & Skills

Required

• Experience managing inbound leads, follow up, and appointment setting in a CRM
• Comfortable making outbound calls and handling warm, subtle sales conversations
• Strong English communication skills with a clear, friendly, customer focused approach
• High attention to detail and strong organization to manage many leads at different stages
• Confidence to follow up consistently without needing constant reminders
• Comfortable learning new systems and following documented processes
• Experience with GoHighLevel required or strongly preferred

Preferred

• Experience with Studio Pro or Dance Studio Pro
• Interest in arts, dance, or youth focused programs
• Experience with Asana setup or workflow organization for future growth

Personal Traits and Cultural Fit

• Positive, welcoming, and friendly with families and staff
• Motivated go getter attitude with confidence in calls and follow up
• Warm, professional, and not overly salesy
• Proactive, organized, solution focused, and able to multitask calmly
• Team oriented and comfortable coordinating with other staff members
• Calm and emotionally intelligent, able to manage high lead volume and parent conversations without sounding rushed or transactional
• Naturally empathetic and mission driven, enjoys supporting families and understands trust involved in a children focused program

*L