Job Description

Job Description – Front Office Executive

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Position: Front Office Executive

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Department: Admissions / Front Office

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Location: Jaipur

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Industry: Education / International School

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Reporting To: Head of Admissions / School Leadership

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About the Role

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We are looking for a presentable, confident, and service-oriented Front Office Executive to be the first point of contact for parents, prospective families, visitors, and guests at the school.

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The role will be responsible for managing the school reception, handling incoming calls, conducting telecalling and follow-ups, maintaining records and documentation, coordinating appointments and school visits, and providing administrative support to the Admissions team.

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The ideal candidate should have excellent English communication skills , a professional personality, and a warm and welcoming approach towards parents and visitors.

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Key Responsibilities

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1. Front Office & Reception Management

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- Manage the school reception and ensure a professional, welcoming, and organised front-office environment .
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- Greet and assist parents, prospective families, visitors, vendors, and guests courteously.
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- Handle all incoming calls and enquiries professionally and direct them to the appropriate department/person.
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- Respond to basic enquiries and provide accurate information about the school.
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- Maintain visitor records and ensure compliance with school reception protocols.
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2. Telecalling & Parent Follow-up

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- Make outbound calls to prospective parents based on admission enquiries and leads.
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- Follow up with parents regarding school visits, applications, documentation, assessments, and other admission-related requirements.
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- Maintain regular and timely communication with prospective families.
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- Record call outcomes, follow-up dates, and relevant information accurately in the admission system/MIS.
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- Escalate specific queries or concerns to the Admissions Counselor or concerned department.
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3. Parent & Visitor Engagement

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- Ensure that parents and visitors receive a warm, professional, and positive experience from the moment they enter the school.
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- Understand the basic requirements of prospective parents and connect them with the appropriate Admissions/Academic team.
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- Assist parents with information related to appointments, school visits,



admission procedures, and other general queries.
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- Maintain a professional and courteous relationship with parents and visitors.
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4. Admissions & Documentation Support

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- Assist the Admissions team in maintaining admission records, enquiry forms, applications, documents, and other relevant data .
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- Ensure that records and documentation are complete, accurate, and updated.
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- Support the team in data entry, MIS/CRM updates, reports, and follow-up tracking.
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- Assist in collecting and organising documents required during the admission process.
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5. Appointment & Coordination

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- Coordinate appointments between prospective parents and the Admissions/Academic teams.
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- Schedule and manage school visits, parent meetings, counselling sessions, and other appointments.
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- Coordinate with relevant departments to ensure smooth arrangements for visitors and prospective families.
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- Maintain an updated schedule of appointments and visits.
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6. Admissions Events & School Activities

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- Support the Admissions team during Open Houses, admission events, parent interactions, school tours, workshops, and outreach activities .
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- Assist with registration, welcoming guests, coordination, and follow-up during admission events.
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- Support parent engagement initiatives and other activities organised by the Admissions Department.
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7. Administrative Support

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- Provide day-to-day administrative assistance to the Admissions team.
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- Prepare basic reports, correspondence, registers, and documents as required.
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- Coordinate with internal departments for admission-related requirements.
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- Perform any other duties or responsibilities assigned by the Admissions Department or School Management from time to time.
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Required Skills & Competencies

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- Fluent in English with excellent verbal and written communication skills – mandatory.
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- Good Hindi communication skills will be an added advantage.
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- Excellent interpersonal and customer-service skills.
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- Pleasant, confident, and professional personality.
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- Robust telephone etiquette and telecalling skills.
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- Good listening, counselling, and relationship-building abilities.
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- Strong follow-up and coordination skills.
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- Good organisational and time-management skills.
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- Ability to handle multiple enquiries and tasks efficiently.
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- Proficiency in MS Office, email, internet, and basic MIS/CRM systems .
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- Ability to maintain confidentiality and handle parent information responsibly.
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Educational Qualification

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- Bachelor's degree in any discipline.
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- Candidates with qualifications in Business Administration, Communication, Hospitality, Psychology, Education, or related fields will be preferred.
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Experience

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- 2–5 years of relevant experience in front office, reception, admissions, telecalling, customer service, counselling, or a similar role.
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- Experience in a school, international school, premium education institution, hospitality, or customer-facing organisation will be preferred.
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- Freshers with excellent English communication, a confident personality, and strong customer-service orientation may also be considered.
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Key Performance Indicators (KPIs)

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- Quality and professionalism of front-office management.
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- Number and quality of prospective parent calls handled.
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- Timely and effective follow-up with admission enquiries.
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- Accuracy of admission records and documentation.
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- Parent and visitor experience.
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- Appointment and school-visit coordination.
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- Support provided to the Admissions team.
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- Responsiveness and turnaround time for enquiries.
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Ideal Candidate Profile

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The ideal candidate should be well-groomed, confident, approachable, and fluent in English , with excellent interpersonal and telephone communication skills.

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The person should be comfortable interacting with parents and senior stakeholders, handling multiple responsibilities, and representing the school in a professional manner. A warm, courteous, and service-oriented approach is essential for this role.

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Note: The candidate may be required to undertake additional front-office, administrative, and admission-related responsibilities as assigned by the School Management from time to time.

📌 Front Office Executive (Jaipur)
🏢 The Kulish School
📍 Jaipur