JOB DESCRIPTION – FRONT DESK RECEPTIONIST

Front Desk Receptionist

Department

Administration / Front Office

Location

School Campus

Experience

Minimum 1 year of experience as a Front Desk Receptionist / Receptionist in a school or educational institution is required.

Qualification

- Graduate in any discipline preferred.
- Candidates with relevant school front-office experience will be given preference.
- Good command of English, Hindi and Gujarati.
- Basic computer knowledge is mandatory.

Job Summary

The Front Desk Receptionist will be responsible for managing the school's reception area and serving as the first point of contact for students, parents, visitors, staff members and external stakeholders. The candidate should be well-groomed, polite, professional, confident and capable of handling multiple front-office responsibilities efficiently.

Key Responsibilities1. Front Desk Management

- Manage the reception/front desk professionally and efficiently.
- Welcome and assist parents, visitors, students, staff and guests.
- Maintain a professional and welcoming environment at the reception area.
- Handle general enquiries and provide accurate information regarding school activities, departments, timings and procedures.
- Ensure that all visitors follow the school's visitor-management and security procedures.

2. Telephone & Communication

- Attend incoming telephone calls promptly and professionally.
- Transfer calls to the concerned department/person.
- Take and convey messages accurately.
- Handle parent and visitor queries politely and escalate matters to the concerned authority when required.
- Maintain professional communication through telephone, email and other official communication channels.

3. Parent & Visitor Coordination

- Receive parents and visitors and guide them to the appropriate department or person.
- Coordinate appointments and meetings with Principals, Coordinators, HR, Administration and other departments.
- Maintain visitor records and appointment details.
- Issue visitor passes wherever applicable.
- Ensure that visitors do not enter restricted areas without permission.

4. Student Support

- Assist students with basic front-office enquiries.
- Coordinate with teachers, coordinators and administration regarding student-related requirements.




- Handle messages or calls received for students as per school policies.
- Maintain proper records related to student visits or front-office requests.

5. Administrative Support

- Maintain front-office registers, records and documents.
- Maintain incoming and outgoing communication records.
- Handle courier, postal and official document distribution.
- Receive documents and ensure they are forwarded to the concerned department.
- Assist the Administration and HR Department with routine documentation and data-entry work.
- Prepare basic reports and maintain Excel sheets as required.

6. Email & Computer Work

- Check and respond to routine official emails as instructed.
- Forward emails to the concerned departments/persons.
- Maintain digital records and files.
- Perform basic data entry using MS Office, Excel and Word.
- Maintain accurate information in school systems/ERP wherever required.

7. Coordination with School Departments

- Coordinate with Principals, Coordinators, HR, Administration, Accounts, Security and other departments.
- Ensure that important messages are communicated to the concerned person on time.
- Support the administration during meetings, events, admission activities and other school programmes.
- Assist in handling emergency or urgent communication as instructed by management.

8. Admissions & Enquiry Support

- Attend admission-related enquiries at the front desk.
- Provide basic information regarding admission procedures, timings and required documents.
- Direct prospective parents/students to the concerned admission team.
- Maintain enquiry records and ensure proper follow-up with the concerned department.

9. Reception Area Management

- Ensure the reception area remains clean, organized and presentable.
- Maintain availability of required registers, forms, stationery and visitor passes.
- Ensure that key notices and information displayed at the reception are updated.




- Maintain confidentiality of school, student, parent and employee information.

10. Event & School Programme Support

- Assist with registration and reception arrangements during school events.
- Welcome guests and visitors during functions, meetings and programmes.
- Coordinate guest entry and guide them to the appropriate venue.
- Support the administration team in managing front-desk requirements during events.

Required Skills & Competencies

- Excellent communication and interpersonal skills.
- Polite, pleasant and professional personality.
- Good English communication skills.
- Fluency in Gujarati and Hindi will be preferred.
- Good telephone etiquette.
- Strong customer service and parent-handling skills.
- Basic knowledge of MS Word, MS Excel and email.
- Good organizational and time-management skills.
- Ability to multitask and handle pressure.
- Strong coordination and follow-up skills.
- Attention to detail and accuracy in record keeping.
- Professional grooming and positive attitude.
- Ability to maintain confidentiality.
- Problem-solving and decision-making ability.

Preferred Candidate Profile

- Minimum 1 year of experience in a school/educational institution is mandatory.
- Candidates with experience handling parents, students, visitors and school administration will be preferred.
- Prior experience in a school reception/front office will be an added advantage.
- Candidates should be comfortable working in a busy school environment.
- Candidates with good communication skills and a professional personality will be preferred.

Key Performance Areas (KPIs)

- Professional and efficient management of the front desk.
- Proper handling of parent and visitor enquiries.
- Timely and accurate communication.
- Proper maintenance of registers and records.
- Effective coordination with school departments.
- Professional telephone and email handling.
- Maintaining confidentiality and school discipline.
- Providing a positive experience to parents and visitors.

Working Requirements

- Ability to work according to school timings.
- Willingness to support school events and programmes when required.
- Maintain punctuality, discipline and professional conduct at all times.

Work Location: In person

📌 Front Desk Receptionist (Surat)
🏢 P.P. Savani Chaitanya vidya sankul
📍 Surat