Receptionist

Job Description Front Office Executive

Position: Front Office Executive
Location: Podar World School, Ankleshwar
Department: Administration / Front Office
Reporting To: Principal / Centre Head
Employment Type: Full-Time

About the Role

We are looking for a professional, courteous, and well-organized Front Office Executive to manage the school reception and serve as the first point of contact for parents, students, visitors, and other stakeholders.

The candidate will be responsible for maintaining smooth front-office operations while ensuring a welcoming and professional experience for everyone visiting or contacting the school.

Key Responsibilities

• Manage the school reception and handle incoming calls, emails, and visitor enquiries professionally.
• Welcome parents, visitors, students, and vendors and direct them to the appropriate department/person.
• Handle parent enquiries regarding admissions, school activities, fees, events, timings, and general information.
• Coordinate with the Admissions, Accounts, Administration, and Academic teams for timely resolution of queries.
• Maintain visitor records, call logs, courier records, and other front-office documentation.
• Receive and distribute incoming correspondence, couriers, and official documents.
• Assist the admissions team with enquiries, walk-ins, follow-ups, and documentation.
• Schedule appointments and coordinate meetings with the Principal, Centre Head, and other staff members.
• Maintain accurate records and update relevant information in school systems/HRMS or other software as required.
• Support the school during events, meetings, parent orientations, admissions drives, and other activities.
• Handle parent concerns courteously and escalate issues to the concerned authority when required.
• Ensure the reception area is neat, organized, and presentable at all times.
• Maintain confidentiality of student, parent, and school-related information.
• Perform other administrative and front-office duties assigned by the management.

Key Skills & Competencies

• Excellent communication and interpersonal skills.
• Pleasant, confident, and professional personality.
• Strong customer-service orientation with a parent-friendly approach.
• Good telephone etiquette.
• Basic knowledge of MS Office, Email, Excel, and computer applications.
• Good coordination and organizational skills.
• Ability to multitask and manage responsibilities effectively.
• Good written and verbal communication in English and Hindi/Gujarati.
• Ability to remain calm and professional while handling parent concerns.
• Strong attention to detail and record-keeping skills.

Educational Qualification

• Graduate in any discipline preferred.
• Prior experience in school administration, front office, reception, customer service, or education sector will be an advantage.

Experience

1–3 years of relevant experience preferred.
Freshers with excellent communication skills may also be considered.

Preferred Candidate Profile

• Well-groomed and presentable.
• Polite, approachable, and service-oriented.
• Comfortable interacting with parents and children.
• Proactive and responsible in handling day-to-day activities.
• Able to work effectively in a fast-paced school environment.

Key Performance Areas (KPIs)

• Effective management of front-office operations.
• Timely and accurate handling of parent/visitor enquiries.
• Quality of parent and visitor experience.
• Accuracy of records and docum