Walk-in || Front Office Executive

Interested Candidates to apply at : harpreetsingh@narayanagroup.com

Position Summary

The Front Office Executive is the first point of contact for parents, visitors, students, and external stakeholders. The role is responsible for managing reception operations, handling inquiries, maintaining visitor records, and ensuring smooth communication between parents, staff, and school administration.

The ideal candidate should be polite, well-spoken, organized, and capable of handling high-volume interactions in a professional school environment while maintaining discipline and confidentiality.

Key Responsibilities

1. Front Desk & Reception Management

• Manage day-to-day operations of the school reception/front office.
• Greet and assist visitors, parents, and students in a professional manner.
• Ensure all visitors are properly registered and follow school entry protocols.
• Maintain a welcoming, disciplined, and professional reception environment.
• Handle incoming calls and route them to the appropriate departments.

2. Parent & Visitor Interaction

• Address parent queries regarding admissions, fees, academics, and school activities.
• Provide accurate information or redirect queries to concerned departments.
• Maintain professionalism and courtesy in all interactions.
• Ensure smooth coordination between parents and school staff.
• Assist parents during admissions and scheduled visits.

3. Communication Handling

• Receive, filter, and distribute phone calls, emails, and messages.
• Maintain communication registers and logs.
• Share important circulars, notices, and updates with parents when required.
• Ensure timely communication flow between departments and stakeholders.
• Maintain confidentiality of sensitive information.

4. Admission Inquiry Support

• Handle walk-in admission inquiries and phone inquiries.
• Provide basic information about school programs, curriculum, and procedures.
• Collect and record inquiry details in admission tracking systems.
• Coordinate with admission team for follow-ups.
• Support admission drive activities when required.

5. Student Movement & Gate Coordination

• Monitor entry and exit of students, visitors, and staff at reception area.
• Coordinate with security staff for safe student movement.
• Assist in maintaining gate pass records and visitor logs.
• Ensure students are handed over safely to authorized persons.
• Follow school safety and security protocols strictly.

6. Record Keeping & Documentation

• Maintain visitor registers, inquiry logs, and communication records.
• Update student and parent contact information when required.
• Ensure proper filing of documents and office records.
• Assist in maintaining attendance or administrative records if required.
• Ensure accuracy and confidentiality of all data.

7. Administrative Support

• Provide basic administrative support to office staff and management.
• Assist in distributing circulars, notices, and school communications.
• Support coordination of meetings, appointments, and schedules.
• Help in organizing school events and functions when required.
• Coordinate with various departments for smooth operations.

8. Fee & Basic Information Support (Non-Financial Role)

• Provide parents with general information regarding fee structure and payment process.
• Direct fee-related queries to accounts department.
• Assist in sharing fee reminders or notices as instructed.
• Ensure clarity and accuracy in communication with parents.
• Avoid handling financial transactions directly unless authorized.

9. Office Coordination & Support

• Ensure reception area is clean, organized, and presentable at all times.
• Coordinate with housekeeping for office upkeep.
• Manage stationery and basic front office supplies.
• Report maintenance issues related to front office area.
• Support smooth daily functioning of school office operations.

10. Event & Activity Support

• Assist during school events, parent meetings, and functions.
• Manage visitor flow and registration during large events.
• Provide administrative support during school programs.
• Coordinate with staff for logistics and communication needs.
• Ensure smooth front office operations during events.

Required Qualifications

Educational Qualification

• Bachelors Degree in any discipline (mandatory preferred).
• Diploma in Office Administration / Front Office Management will be an advantage.
• Basic knowledge of computer applications is required.

Experience

• Minimum 1–3 years of experience in front office, reception, or administrative roles.
• Experience in school or educational institution preferred.
• Freshers with excellent communication and interpersonal skills may be considered.

Key Skills & Competencies

Communication Skills

• Excellent verbal communication skills in English and Hindi.
• Polite, professional, and student/parent-friendly interaction style.
• Ability to handle queries confidently and calmly.

Administrative Skills

• Strong organizational and record-keeping abilities.
• Ability to manage multiple tasks simultaneously.
• Familiarity with office procedures and documentation.

Technical Skills

• Basic proficiency in MS Office (Word, Excel) and email handling.
• Ability to use school ERP or communication systems (preferred).
• Comfortable with phone systems and digital communication tools.

Personal Attributes

• Pleasant, approachable, and professional personality.
• Calm and composed under pressure.
• High level of discipline and responsibility.

Customer-service-oriented mindset.