The Front Office Executive is responsible for managing the school's front office operations, ensuring smooth communication with parents, students, staff, visitors, and external stakeholders. The role requires excellent organizational, communication, and administrative skills to maintain a professional and welcoming environment while supporting the school's day-to-day administrative functions.
Key ResponsibilitiesFront Office Management
- Greet and assist visitors, parents, students, and staff in a courteous and professional manner.
- Manage the reception area and ensure it is organized and presentable at all times.
- Handle incoming and outgoing telephone calls, directing inquiries to the appropriate departments.
- Maintain the visitor register and ensure adherence to school security and visitor protocols.
Email & Communication Management
- Manage the official school email accounts and respond to routine inquiries promptly and professionally.
- Draft, proofread, and send official correspondence on behalf of the school administration.
- Coordinate communication between parents, teachers, management, and external organizations.
- Maintain confidentiality of all official communications and records.
Appointment & Schedule Coordination
- Schedule and coordinate appointments for the Principal, Directors, and senior management.
- Organize meetings, prepare meeting schedules, and manage conference room bookings.
- Send meeting invitations and reminders to participants.
- Maintain executive calendars and ensure efficient time management.
Travel & Logistics Coordination
- Arrange domestic and international travel for school management and authorized staff.
- Book air tickets, train tickets, hotel accommodations, and local transportation.
- Prepare travel itineraries and coordinate travel-related documentation.
- Liaise with travel agencies and service providers to ensure cost-effective and timely arrangements.
Administrative Support
- Prepare reports, letters, circulars, notices, and other official documents.
- Maintain physical and digital filing systems for easy retrieval of records.
- Handle courier services, postal correspondence, and document dispatch.
- Coordinate office supplies and maintain inventory of stationery and office materials.
- Assist in organizing school events, meetings, conferences, workshops, and official functions.
Data Management
- Maintain accurate records of correspondence, appointments, and administrative documents.
- Update databases and maintain confidentiality of school information.
- Generate administrative reports as required by management.
Coordination & Support
- Coordinate with academic, administrative, transport, HR, finance, and maintenance departments for smooth daily operations.
- Support admissions by responding to parent inquiries and coordinating appointments for prospective families.
- Assist management in special projects and administrative initiatives as assigned.
Skills & Competencies
- Excellent verbal and written communication skills in English.
- Strong email drafting and business correspondence skills.
- Professional telephone etiquette and interpersonal skills.
- Strong organizational and time-management abilities.
- Ability to multitask and prioritize work effectively.
- High level of discretion and confidentiality.
- Customer service orientation with a pleasant personality.
- Problem-solving and decision-making skills.
- Attention to detail and accuracy.
Technical Skills
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Experience with Google Workspace (Gmail, Docs, Sheets, Calendar).
- Familiarity with office management software and school ERP systems is an advantage.
- Ability to operate office equipment such as printers, scanners, and photocopiers.
Educational Qualifications
- Bachelor's Degree in any discipline.
- Diploma or certification in Office Administration or Business Administration is an added advantage.
Experience
- Minimum 2–5 years of experience in front office, executive assistance, administration, or customer service.
- Experience in a school or educational institution will be preferred.
Pay: ₹15,000.00 - ₹25,000.00 per month
Work Location: In person
