OFFICE ADMINISTRATORTrivandrum Whitefield School

Location: Thiruvananthapuram, Kerala

Employment Type: Full-Time

Department: Administration

Experience: 1–3 years preferred | Freshers with strong communication and organisational skills may apply

Reporting To: Director

About the Role

Trivandrum Whitefield School is looking for a responsible, organised and proactive Office Administrator to manage the day-to-day administrative operations of the school. The ideal candidate should be able to communicate professionally with parents, students, teachers, visitors and management and ensure that the school office functions efficiently.

Key Responsibilities

1. School Office Management

- Manage the daily functioning of the school office.
- Maintain student, staff and administrative records.
- Handle incoming calls, messages, emails and correspondence.
- Maintain files, registers, forms and official documents.
- Prepare letters, notices, certificates and other administrative documents.
- Ensure the office is organised and presentable.

2. Student & Parent Coordination

- Handle parent enquiries regarding admissions, fees, transportation, attendance and school activities.
- Coordinate parent appointments and meetings.
- Maintain student admission and withdrawal records.
- Assist parents with required forms and documentation.
- Communicate important school announcements to parents through approved channels.

3. Admission & Front Office

- Receive and guide prospective parents and visitors.
- Explain basic information about school programmes, admission procedures and facilities.
- Maintain admission enquiry and follow-up records.
- Support the admissions team during campaigns and school events.
- Ensure a qualified and welcoming front-office experience.

4. Staff & Academic Coordination

- Assist teachers and management with administrative requirements.




- Maintain staff attendance and relevant office records.
- Coordinate circulation of notices and internal communications.
- Support preparation of school schedules, meeting records and event-related documentation.
- Coordinate with teachers regarding student records and administrative requirements.

5. Records & Documentation

- Maintain accurate physical and digital records.
- Update student databases and spreadsheets.
- Prepare reports and administrative statements when required.
- Ensure confidential student and staff information is handled appropriately.
- Maintain proper documentation for school activities and events.

6. Finance & Fee Administration

- Assist with fee collection and fee-related communication.
- Maintain fee records and receipts as assigned.
- Coordinate with management/accounts personnel regarding outstanding fees.
- Handle petty administrative expenses and documentation where authorised.
- Maintain proper records of office transactions.

7. School Operations

- Coordinate basic requirements related to transportation, maintenance, supplies and school facilities.
- Monitor office stationery and administrative supplies.
- Coordinate with vendors and service providers when instructed.
- Assist in organising school events, meetings, examinations and other programmes.
- Report operational issues promptly to the management.

Required Skills
- Excellent communication and interpersonal skills
- Good spoken and written English
- Malayalam communication skills preferred
- Strong organisational and time-management abilities
- Good knowledge of MS Office / Google Workspace
- Basic Excel/Google Sheets skills
- Ability to maintain accurate records
- Professional telephone and email etiquette
- Ability to multitask and work under pressure
- Problem-solving and coordination skills
- Friendly, patient and professional attitude

Pay: ₹8,000.00 - ₹10,000.00 per month

Work Location: In person

📌 Office Administrator (Kazhakkoottam)
🏢 Trivandrum Whitefield School
📍 Kazhakkoottam