Front Desk Executive

The Front Desk Executive will be responsible for managing the school reception, handling incoming calls and visitor enquiries, maintaining records, and providing administrative support. The candidate should have excellent communication skills, a professional attitude, and the ability to interact courteously with parents, students, staff, and visitors.

2. Key Responsibilities

A. Reception and Visitor Management

• Welcome parents, visitors, vendors, and guests professionally.
• Manage visitor entry, maintain visitor registers, and issue visitor passes as per school procedures.
• Guide visitors to the concerned departments or personnel.
• Ensure proper reception area management and maintain a professional environment.

B. Telephone and Communication Management

• Handle incoming and outgoing calls professionally.
• Transfer calls to the appropriate departments or staff members.
• Respond to general enquiries and provide accurate information.
• Take messages and ensure timely communication with the concerned personnel.
• Manage official emails and forward enquiries to the appropriate departments.

C. Parent and Student Coordination

• Handle routine parent enquiries regarding admissions, school timings, appointments, and general information.
• Coordinate with the Admissions, Accounts, HR, and Academic Departments when required.
• Direct sensitive or complex concerns to the appropriate authority.
• Maintain confidentiality of student, parent, and school information.

D. Administrative Support

• Maintain reception records, appointment registers, courier logs, and incoming/outgoing document registers.
• Receive and distribute letters, parcels, and official documents.
• Assist with photocopying, scanning, filing, and basic data entry.
• Schedule appointments and coordinate meetings for the Principal and management.
• Maintain updated contact directories and other reception documentation.

E. Coordination and Follow-up

• Coordinate with housekeeping and security to maintain reception cleanliness and visitor safety.
• Inform the concerned department about visitors and scheduled appointments.
• Follow up on pending enquiries and ensure timely responses.
• Support school events, meetings, and other administrative activities as assigned.

F. Safety and Confidentiality

• Follow school security protocols and visitor verification procedures.
• Ensure that unauthorised persons do not access restricted areas.
• Maintain confidentiality of school records and internal communications.
• Immediately report emergencies or security concerns to the concerned authority.

3. Qualifications and Experience

• Graduate in any discipline; a diploma in Front Office Management or Administration is preferred.
• 1–3 years of experience in front desk, reception, customer service, or administration.
• Experience in a school or educational institution will be an advantage.
• Freshers with strong communication and interpersonal skills may also be considered.

4. Required Skills

• Excellent verbal communication and interpersonal skills.
• Professional, polite, and presentable personality.
• Proficiency in MS Office, email, and basic computer operations.
• Strong organizational and multitasking abilities.
• Good telephone etiquette and visitor-handling skills.
• Ability to remain calm and courteous under pressure.
• Fluency in English and Hindi; knowledge of Marathi is an advantage.

5. Key Performance Indicators (KPIs)

• Professional handling of visitors and telephone calls.
• Accuracy and maintenance of reception records.
• Timely response to calls, emails, and enquiries.
• Effective coordination with internal departments.
• Compliance with visitor management and security procedures.
• Positive feedback from parents, visitors, and staff.

6. Working Conditions

• Full-time, on-campus position.
• Working hours as per the school's schedule.
• Availability during school events, meetings, and other assigned administrative activities.

Work Location: In person