Enrollment & Operations Coordinator (Bookkeeper) (Japanese-speaking)

About Aozora Community

Aozora Community is a vibrant and welcoming educational community in the heart of Brooklyn, dedicated to nurturing young minds, celebrating Japanese culture, and bringing families together. Across our two locations, we offer a wide range of programs, including Japanese-immersion preschool, infant and toddler classes, after-school enrichment, Japanese language academy, seasonal camps, and adult Japanese classes.

At Aozora, we believe that a caring, collaborative, and supportive environment makes all the difference—not only for the children and families we serve, but also for the people who work here. We value teamwork, creativity, and a shared commitment to making our community a place where everyone feels welcomed, connected, and inspired.

The Role

We are looking for a warm, organized, detail-oriented, and proactive School Operations & Administrative Coordinator to join our team and play an essential role in supporting our school community. This is a dynamic, hands-on position that brings together family support, enrollment coordination, financial administration, and day-to-day school operations. You'll be one of the friendly faces welcoming families to Aozora, a trusted resource for our teachers and staff, and an important part of keeping everything running smoothly behind the scenes.

The ideal candidate is someone who enjoys wearing many hats, takes initiative, pays attention to the little details, and approaches challenges with a positive, solutions-oriented mindset. You'll work closely with our leadership, teachers, and administrative team to help create an organized, welcoming, and supportive environment for everyone.

If you love connecting with people, enjoy making things work better, and want to be part of a close-knit team making a meaningful difference in children's lives, we'd love to meet you!

Key Responsibilities

• Enrollment & Family Support
  • Provide timely, professional, and welcoming support to prospective and current families during the enrollment and registration process
  • Respond to enrollment inquiries and guide families through the necessary steps
  • Organize and maintain admissions paperwork, forms, and onboarding materials
  • Maintain program waitlists and support mid-year and seasonal enrollment updates
  • Act as the primary contact for inquiries related to the online program enrollment system, addressing billing, invoices, and payment processes for families
  • Set up and manage program offerings, schedules, and forms within the online enrollment system
  • Work with program teams to ensure accurate reflection of session details and registration options
• Records & Health Compliance
  • Maintain and regularly update student records in our student records system, ensuring data accuracy and confidentiality
  • Track enrollment data, program participation, and required documentation
  • Collaborate with program staff to provide accurate and up-to-date student information as needed
  • Collect and manage all student allergy and health-related documentation
  • Ensure teachers and staff have access to current allergy information and safety protocols
  • Coordinate with families to obtain, update, and store required medical forms in compliance with school policies
• Finance & Operations
  • Accurately record and categorize financial transactions in the accounting system and maintain current ledgers with timely data entry
  • Process vendor invoices, reimbursements, and staff expense reports
  • Issue payments via approved methods (e.g., check, ACH)
  • Track incoming payments and follow up on outstanding balances
  • Reconcile monthly bank and credit card statements
  • Investigate and resolve discrepancies promptly
  • Assist in monitoring the non-personnel budget and flag unusual expenses or inconsistencies
  • Manage monthly petty cash reconciliation
  • Maintain documentation for restricted and unrestricted funding as needed
  • Ensure financial records are audit-ready and compliant
  • Collaborate with the Executive Director on reporting and budget tracking
  • Coordinate with program staff on the financial tracking of events, supplies, and donations
  • Manage procurement of school and office supplies
  • Place orders, receive and verify deliveries, and maintain inventory systems
  • Work with staff to forecast needs and ensure purchases remain within budget
• Front Office & General Support
  • When stationed at the front desk, serve as the primary point of contact for students, parents, staff, and visitors, maintaining a warm and professional environment
  • Monitor building access to ensure safety and security
  • Manage phone calls, emails, and in-person inquiries, and route them to the appropriate staff
  • Assist with the creation of school communications (e.g., memos, newsletters, reports)
  • Support the scheduling of meetings, appointments, and school events
  • Collect and distribute daily mail
  • Ensure essential facility supplies (e.g., toilet paper, paper towels) are consistently stocked
  • Keep the front desk and entrance area clean, organized, and presentable
  • Assist with supervision and caregiving duties as needed to support teaching staff, including occasionally caring for children who become ill
  • Perform additional duties as assigned to support school operations

Qualifications

Required

• At least 3 years of bookkeeping or accounting experience
• Native or Business-level proficiency in English
• Proficiency in Japanese, sufficient for daily professional communication
• Strong interpersonal and communication skills
• Strong organizational skills and attention to detail
• Strong problem-solving skills and the ability to multitask
• Proactive, with a team-player mindset
• Strong data management skills
• Ability to handle confidential information with discretion
• A genuine love of children and the ability to care for them
• Authorization to work in the United States
• Background check and health screening

Preferred

• Experience working in a school, nonprofit, or community organization
• Experience using an online enrollment or registration system
• Experience working with children

Benefits package available

• Free lunch during the school year
• Medical, Dental and Vision Insurance
• 401K (no matching)
• etc.

Business-level proficiency in English

Proficiency in Japanese, sufficient for daily professional communication