Job Description - Front Office Executive

Position : Front Office Executive Institution : Reputed CBSE School (New & Upcoming Campus) Department : Administration & School Operations

Position Overview

The Front Office Executive is the first point of contact for parents, students, visitors, and other stakeholders, serving as the face of the school. The role is responsible for delivering exceptional customer service, managing front office operations, handling communications, supporting admissions and administrative functions, and ensuring a warm, professional, and secure reception setting.

Key Responsibilities

Front Office & Reception Management

- Welcome parents, students, visitors, vendors, and guests in a courteous and professional manner.
- Ensure a positive first impression of the school through excellent customer service and hospitality.
- Manage the reception area, ensuring it is clean, organized, and presentable at all times.
- Maintain visitor registers and issue visitor passes in accordance with school security protocols.
- Coordinate visitor appointments with school leadership and staff.

Communication Management

- Direct calls and enquiries to the appropriate departments.
- Take accurate messages and ensure timely communication.

Parent & Student Support

- Respond to routine parent enquiries regarding school procedures, admissions, transport, events, and administrative services.
- Guide parents and visitors to the appropriate departments.
- Assist students requiring administrative support during school hours.
- Maintain confidentiality while handling student and parent information.

Administrative Support

- Provide administrative assistance to the Principal, Head of School Operations, and other departments as required.
- Prepare letters, certificates, circulars, reports,



and other administrative documents.
- Maintain accurate records, files, and documentation.
- Assist in scheduling meetings, appointments, and conference room bookings.

Admissions Support

- Welcome prospective parents and provide information about the school.
- Coordinate campus tours for visitors and prospective families.
- Ensure admission enquiry records are maintained accurately.

Visitor & Security Coordination

- Verify visitor identity in accordance with school security procedures.
- Ensure visitors comply with safeguarding and campus access policies.
- Coordinate with the Security Team for visitor management and emergency situations.
- Maintain confidentiality and security of student and staff information.

Event Support

Provide front office coordination for:

- Parent Orientation Programmes
- Parent-Teacher Meetings
- Admissions Events
- School Celebrations
- Annual Day
- Sports Day
- Workshops and Conferences
- VIP and Guest Visits

Assist with registration, hospitality, logistics, and visitor assistance.

Records & Documentation

Maintain and update:

- Visitor registers
- Courier and dispatch records
- Telephone directories
- Staff contact lists
- Appointment schedules
- Meeting room bookings
- Administrative correspondence
- Front office reports

Ensure accurate record-keeping and document confidentiality.

Coordination Across Departments

Work closely with:

- Principal's Office




- Admissions Department
- Administration Team
- Academic Departments
- Finance Office
- Transport Department
- Security Team
- Facilities Team
- Human Resources

Ensure seamless communication and coordination across the school.

Customer Service Excellence

- Deliver exceptional service to parents, students, visitors, and staff.
- Handle enquiries and concerns with patience, empathy, and professionalism.
- Resolve routine issues promptly and escalate complex matters appropriately.
- Promote a welcoming and inclusive environment that reflects the school's values.

Technology & Office Systems

- Operate the school's telephone system, visitor management software, and office equipment.
- Maintain digital records and databases with accuracy.

Qualifications

- Bachelor's degree in any discipline.
- Diploma or certification in Office Administration, Customer Service, Hospitality, or related fields will be an advantage.

Experience

- Minimum 2-5 years of experience in front office, reception, customer service, administration, or hospitality.
- Experience in a school, educational institution, corporate office, healthcare, or hospitality environment is preferred.
- Experience working with School ERP systems is desirable.

Technical Competencies

- Front office and reception management
- Customer service excellence
- Telephone etiquette
- Microsoft Office (Word, Excel, Outlook, PowerPoint)
- School ERP or CRM systems
- Visitor management systems
- Record and document management
- Basic office administration

Behavioural Competencies

- Excellent verbal and written communication skills
- Professional appearance and etiquette
- Strong interpersonal and relationship-building sk

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