Front Desk Officer

Registrar Duties:  

 The front desk personnel are responsible for student registration. These duties include:  

1.      Implement the registration processes and procedures set by the direct manager  

2.      Receive the payment of the fees  

3.      Communicate and follow-up with parents any due financial obligations  

4.      Create class list and ensure the maximum allocation of places is in line with registration plan and room capacity  

5.      Create the monthly attendance sheets for the registered students  

6.      Create and update registration forms as needed  

7.      Create and maintain spreadsheets as needed for tracking student attendance and student data  

8.      Ensure information on fees are updated and maintained in consultation with the management  

9.      Apply the admission procedures by collecting appropriate documents, creating files, scheduling assessments and coordinating between families and direct manager to complete enrolment status  

10.    Update student records and information on files annually  

Reception and Front Desk Duty:  

 The front desk personnel are responsible for reception and desk duty. These duties include:  

1.     Respond to inquiries made in-person, by phone, WhatsApp, email and make appropriate referrals as per documented procedures  

2.     Communicate with prospective clients, families, children, staff on a daily basis regarding program information, registration, billing, policies, health and safety procedures and attendance  

3.     Perform reception duties to support the management and business operations  

4.     Orients prospective parents while visiting the campus  

5.     Communicates effectively and professionally with families, visitors and all stakeholders  

6.     Follows company procedures for handling parents’ grievances, concern or queries  

7.     Maintains accurate and up to date parent telephone numbers and emails  

Marketing Duties: 

The front desk personnel are responsible for marketing duties which include

1.     Responsible for introducing and selling the company’s services to parents while emphasizing the strongest features.

2.     Promote marketing campaigns, special promotions with parents and provide advice on upcoming events, activities or other services.

3.     Periodically review sales achievements for the purpose of improving future performance.

4.     Provide timely feedback to the Marketing Department in terms of the services offered to make the process easier.

Administrative Duties:  

 The front desk personnel have the following administrative duties. These duties include:  

1.     Assist in arranging events such as field trips, visits, interviews, celebrations and emergency plans 

2.     File all correspondence  

3.     Set up and maintain a comprehensive filing system including archival and storage inventories for the Department 

4.     Maintains inventory of supplies and materials (e.g. forms, office supplies, etc.) for the purpose of ensuring items’ availability 

General Duties: 

1.     Work effectively and proactively within a team environment and equally share duties 

2.     Ensure all resources and equipment are respected and maintained at the Preschool 

3.     Ensure all liaison with families and children are sensitively handled and respected  

4.     Attends meetings as assigned for the purpose of conveying and/or gathering information required to perform functions.

5.     Ensure that the reception area, corridor and communal meeting rooms are tidy and present a positive image of the school to visitors

6.     Ensure that all marketing materials are available and up to date promoting the Preschool brand and aims to the community including brochures, advertising products, photos, videos, reports etc.