Office Manager

Office Manager

Zeswitz Music Pottstown, PA Full-Time, On-Site

About Zeswitz Music

Zeswitz Music has been part of the music education community for over 100 years. We rent, repair, and sell band and orchestra instruments for students, families, and school districts across eastern Pennsylvania, Delaware, Maryland, and New Jersey. We have grown steadily for the last decade and have been recognized as a NAMM Top 100 Dealer for eleven years running. We care deeply about the music teachers, music programs, and music programs we serve—and about the team that serves them.

About the Role

Our Office Manager is the heartbeat of our Pottstown office. You are the friendly voice that greets customers on the phone, the steady hand that keeps accounts receivable moving, and the dependable teammate who makes sure the office runs smoothly so everyone else can focus on serving music teachers and school music programs. This is a hands-on, in-person role that touches a little bit of everything: reception, customer service, light bookkeeping (AR), records, and day-to-day office operations.

If you genuinely enjoy helping people, take pride in well-organized work, and like the variety of a role that is never quite the same two days in a row, you will fit in well here.

What You’ll Do:

Customer Service & Reception

• Answer the main phone line, greet occasional office visitors, and route inquiries to the right team member.
• Alongside our Rental Administration team, help parents and customers with everyday rental questions: how to rent, returns, exchanges, payment updates, school changes, and maintenance & replacement (M&R) replacements.
• Make friendly outbound calls to verify returns and exchanges, send reminders, and follow up on payment reminders.

Accounts Receivable & Collections

• Post school district payments and apply credits to open invoices.
• Print and mail monthly school district statements and rental payment reminders.
• Work with School District Business Offices to answer questions and clear unpaid balances on open invoices.
• Follow up on past-due invoices, work with families and schools to resolve balances, and escalate accounts that move into collections.

Office Operations

• Keep the front office running: maintain office equipment, manage records and filing, and collect new-hire paperwork.
• Print flyers and marketing materials as needed for in-store promotions and school events.
• Partner with our Product Sales Associate on incoming mail and bill scanning, and hand off accounts payable items to the Executive Assistant.

Who You’ll Work With

You will be part of a tight-knit administrative team and will collaborate closely with several roles:

• Product Sales Associate (on-site): partners with you on mail, reception coverage, and records.
• Rental Administrators (remote): shares the front line of inbound customer questions, returns, exchanges, and payment updates; handle the more complex rental issues — advanced exchanges, refunds, scholarship conversions, lost/stolen claims, and billing disputes — and serve as your go-to escalation point.
• Executive Assistant (remote): owns accounts payable and works with you to keep the financial side of the office tidy.
• Leadership: you will be a trusted point of contact for the company’s team managers and the CEO.

What We’re Looking For

We welcome candidates across a range of experience levels. The most important traits are reliability, warmth on the phone, and a knack for staying organized when the day gets busy.

Required

• A friendly, professional phone presence and strong written communication.
• Comfort with Microsoft Office (Outlook, Excel, Word).
• Comfort with Salesforce.com or strong willingness to learn – experience not required.
• Prior customer service experience — retail, office, call center, hospitality, or similar.
• Strong attention to detail, especially with numbers, payments, and records.
• Ability to juggle reception, AR tasks, and office duties without losing track of follow-ups.
• High school diploma or equivalent.

Preferred (Nice to Have)

• Experience with QuickBooks, Bill.com, or similar AR/AP software.
• Prior accounts receivable, billing, or collections experience.
• Background in music retail, school services, or a small-business office environment.
• Familiarity with rental, subscription, or recurring-billing programs.

Compensation & Benefits

We offer a competitive pay range and a benefits package that supports the whole you:

• Pay: $22.00 – $28.00 per hour, based on experience (approximately $45,760 – $58,240 annually).
• Health, dental, and vision insurance.
• 401(k) retirement plan.
• Paid time off and paid holidays.
• Employee discount on instruments, accessories, and lessons.
• Professional development support — training in bookkeeping software, customer service, and office administration as your role grows.
• On-the-job training and a supportive, long-tenured team.

Why Pottstown, PA

Our headquarters sits in an area rich in American history and within easy reach of just about everything: about an hour from Philadelphia, two hours from New York City, and two to three hours from the Baltimore/Washington DC area. The beach is under three hours away, and the surrounding region offers skiing, hiking, historic sites near Philadelphia and Valley Forge, and a thriving local music scene anchored by the Reading Symphony Orchestra, the Allentown Symphony, and a strong community of jazz, rock, and chamber musicians.

Schedule & Location

• Full-time, Monday–Friday, on-site at our Pottstown, PA office.
• Work Location: In person.

How to Apply

Apply through Indeed with your resume and a short note about why this role caught your eye. We read every application and will be in touch with qualified candidates to set up an initial conversation.

Equal Employment Opportunity

Zeswitz Music is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, age, disability, veteran status, or any other protected characteristic under federal, state, or local law.

Pay: $22.00 - $28.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Work Location: In person