Office Administrator & Front Desk Executive

Office Administrator & Front Desk Executive

Location: Sofia Public School, Thanisandra
Department: Administration
Reports To: Principal / Director

Role Summary

The Office Administrator & Front Desk Executive is the first point of contact for parents, students, visitors, and staff. The role is responsible for managing the school reception, handling day-to-day administrative operations, maintaining records, coordinating communication, and ensuring a professional and welcoming experience for all stakeholders.

Key Responsibilities

Front Desk & Reception Management

Greet and assist parents, visitors, students, and staff professionally.
Manage incoming phone calls, emails, and enquiries.
Direct visitors and stakeholders to the appropriate department.
Maintain visitor records and issue visitor passes as per school safety protocols.
Ensure the reception area remains organised, professional, and welcoming.

Parent & Student Support

Respond to routine parent queries regarding admissions, transport, fees, school events, and general information.
Facilitate communication between parents and school departments.
Assist in scheduling appointments with the Principal, Coordinators, and teachers.
Support admission enquiries and coordinate campus visits.

Administrative Responsibilities

Maintain student records, staff records, and administrative documentation.
Prepare letters, certificates, circulars, and notices as required.
Manage filing systems, databases, and office records.
Maintain confidentiality of student, parent, and staff information.
Support documentation required for CBSE compliance, audits, and inspections.

Communication & Coordination

Coordinate communication with parents through email, SMS, school ERP, and circulars.
Assist in organising school events, PTMs, orientations, workshops, and meetings.
Maintain calendars, appointments, and meeting schedules.
Coordinate with transport, accounts, admissions, and academic departments as required.

Office Operations

Manage office supplies, stationery, and inventory requirements.
Coordinate courier, postal, and document dispatch activities.
Ensure smooth day-to-day functioning of the administrative office.
Assist the Principal and management team with administrative tasks and reports.

Safety & Compliance

Follow school safety and visitor management protocols.
Maintain accurate records and documentation as per school policies.
Support emergency communication procedures when required.

Qualifications

Graduate in any discipline from a recognised university.
Diploma or certification in Office Administration, Customer Service, or Business Administration preferred.

Experience

2–5 years of experience in administration, front office, customer service, hospitality, or school administration.
Experience in a school environment preferred.

Skills Required

Excellent spoken and written English.
Pleasant personality and professional appearance.
Strong communication and interpersonal skills.
Customer-service orientation with a positive attitude.
Proficiency in MS Office, Google Workspace, and School ERP systems.
Good organisational and multitasking abilities.
Ability to handle confidential information responsibly.

Key Performance Indicators (KPIs)

Parent and visitor satisfaction.
Timely response to calls, emails, and enquiries.
Accuracy of records and documentation.
Efficiency in office coordination and communication.
Support provided for school events and administrative activities.
Professionalism and adherence to school policies.

Personal Attributes

Friendly, approachable, and courteous.
Highly organised and detail-oriented.
Reliable and responsible.
Calm under pressure.
Strong team player with a service mindset.

Employment Type: Full-Time
Working Days: As per school policy
Salary: Commensurate with qualifications and experience.

At Sofia Public School, we recognize and value the contributions of our employees and offer a range of benefits and perks to support their personal and professional growth. We offer competitive salaries, health insurance, retirement benefits, paid leave, and other incentives that recognize and reward the hard work and dedication of our employees. If you are interested in joining our team, please send in your latest resume in pdf with photograph to [email protected].