Job Description

JOB DESCRIPTION

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Front Office Executive – Educational Institute

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Department: Front Office / Administration

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Location: Barasat / Madhyamgram

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Employment Type: Full-Time

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Experience: 1–3 Years

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Job Summary

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We are looking for a professional, courteous, and well-organized Front Office Executive to manage the reception and front-office operations of the educational institution. The candidate will be responsible for welcoming students, parents, visitors, faculty members, and other stakeholders while ensuring smooth communication and administrative coordination.

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The role requires excellent communication skills, a professional attitude, strong coordination abilities, and the capability to handle multiple responsibilities efficiently.

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Key Responsibilities

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1. Reception & Visitor Management

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- Manage the reception/front desk and ensure a professional and welcoming environment.
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- Greet and assist students, parents, visitors, faculty members, vendors, and other stakeholders.
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- Understand visitors' requirements and direct them to the appropriate department/person.
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- Maintain proper visitor records and issue visitor passes wherever applicable.
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- Ensure that unauthorized persons do not access restricted areas.
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2. Telephone & Communication Management

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- Attend incoming telephone calls professionally and transfer calls to the concerned department/person.
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- Record and communicate messages accurately.
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- Handle general enquiries through telephone, email, WhatsApp, or other official communication channels.
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- Provide correct and appropriate information regarding institutional procedures, departments, working hours, admissions, and general enquiries.
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- Escalate sensitive or important matters to the concerned authority.
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3. Student & Parent Support

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- Assist students and parents with general queries and guide them to the appropriate department.
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- Coordinate with Admission, Accounts, Academic, Examination, HR, and Administration departments whenever required.
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- Maintain a courteous and helpful approach while handling complaints or concerns.
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- Ensure that unresolved queries are properly followed up with the concerned department.
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4. Administrative Support

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- Maintain front-office registers, records, forms, documents, and correspondence.
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- Manage incoming and outgoing documents, courier, letters, and official communications.
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- Maintain records of visitors, telephone calls, deliveries,



and other front-office activities.
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- Assist in preparing notices, circulars, letters, and other routine administrative documents.
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- Support management and administrative teams in day-to-day office activities.
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5. Coordination & Follow-Up

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- Coordinate with different departments for timely resolution of student, parent, visitor, and administrative requirements.
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- Follow up on pending requests and communicate updates to the concerned person.
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- Assist in coordinating meetings, appointments, seminars, orientations, workshops, and institutional events.
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- Maintain appointment schedules and inform concerned officials about scheduled visitors or meetings.
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6. Admissions & Enquiry Support

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- Handle basic admission-related enquiries and provide approved information to prospective students and parents.
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- Direct admission enquiries to the appropriate Admission team.
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- Maintain records of walk-in enquiries and visitors where required.
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- Support admission-related activities during peak admission periods and institutional events.
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7. Documentation & Record Management

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- Maintain front-office registers and ensure that all entries are updated regularly.
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- Maintain proper filing of documents and correspondence.
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- Ensure confidentiality of institutional and student-related information.
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- Maintain accurate records and submit reports to the reporting authority whenever required.
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8. Office Discipline & Front Desk Management

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- Ensure that the reception area remains clean, organized, and professional.
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- Follow institutional policies, dress code, attendance, communication, and office discipline guidelines.
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- Ensure that front-office operations remain functional during designated working hours.
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- Report any operational, security, maintenance, or administrative issue to the concerned authority immediately.
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Daily Reporting & Documentation

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The Front Office Executive may be required to maintain and submit:

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- Daily visitor register.
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- Incoming/outgoing communication records.
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- Telephone/message records.
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- Student/parent enquiry records.
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- Courier and document movement records.
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- Appointment/meeting records.
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- Pending query/follow-up records.
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- Daily front-office activity report, as required by management.
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Key Performance Indicators (KPIs)

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- Qualified and courteous handling of students, parents, visitors, and stakeholders.
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- Accuracy and completeness of front-office records.
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- Timely response to calls, enquiries, and communications.
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- Effective coordination and follow-up with concerned departments.
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- Proper maintenance of visitor and document records.
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- Timely escalation of important or sensitive matters.
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- Compliance with institutional rules, procedures, and reporting requirements.
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- Overall efficiency and discipline of front-office operations.
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Educational Qualification

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- Graduate in any discipline from a recognized university.
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- Diploma/Certificate in Office Administration, Hospitality, Customer Service, or a related field and from educational sector will be an advantage.
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Required Skills

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- Excellent verbal and written communication skills.
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- Good knowledge of MS Office, email, internet, and basic computer applications.
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- Strong interpersonal and customer-service skills.
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- Good telephone etiquette.
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- Strong organizational and coordination skills.
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- Ability to maintain accurate records and documentation.
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- Ability to handle multiple tasks simultaneously.
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- Professional appearance and courteous personality.
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- Good command of English and Bengali/Hindi will be an advantage.
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Preferred Experience

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- 1–3 years of experience in front-office, reception, administration, customer service, or a similar role.
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- Experience in an educational institution, school, college, hospital, corporate office, or service organization will be preferred.
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Key Competencies

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Communication | Customer Service | Coordination | Documentation | Visitor Management | Time Management | Problem Solving | Professionalism | Confidentiality | Administrative Support

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Working Requirements

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- Willingness to support institutional events, admission activities, orientations, meetings, and other official programs as required.
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- Ability to maintain professional conduct and discipline at all times.
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- Ability to coordinate with multiple departments and stakeholders.
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- Flexibility to handle additional administrative responsibilities assigned by the management.
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📌 Front Office Executive (Kolkata)
🏢 Kingston Educational Institute
📍 Kolkata