Office Administrator

1. Enrolment• Receive all parents visits to school in a friendly, courteous and pleasant manner.• Provide enrolment information (academic programmes / promotion programs / school tour, ETC..) to parents.• Schedule appointments for consultation between parents and Principal or Office Manager.• Manage incoming / outgoing phone calls at front desk and mail receipts.• Co-ordinate the transmission of information between Principal, Office Manager, Office Administrator and parents.• Provide courteous and professional service, responding in an accurate and timely manner to all enrolment enquiries.• Follow up closely with customers for enrolment purpose.• Achieve Key Performance Indicators (KPI) by maintaining number of students of the previous school year by the first two terms of new school year.• Put your effort to sell our products to customers to increase the enrolment.2. Administrative and clerical duties• Assist Office Manager with the enrolment process including receiving parents, responding to enquiries from parents, arranging for placement test, ETC.• Complete students’ enrolment records (hard copy and key-in in SMS)• Maintain a personal file for each student and ensure all records pertaining to the students are filed accordingly. All files must be neatly labelled and categorized accordingly.• Monitor students referred for illness or discipline for the purpose of ensuring their safety.• Receive all parents’ enquiries and provide feedback to parents including co-ordinating with teachers / staff for clarification and reporting to Principal / Office Manager for instructions to response.• Manage the daily attendance check by teachers including but not limit to further follow up with parents to clarify absences, further follow up with meal / transportation arrangements.• Arrange transportation for students including receiving and responding to requests from parents, working with drivers to arrange suitable routes, working with Bus Monitors to manage the proper usage of SMS – bus attendance check or communication to parents, ETC.• Manage students’ menu including requesting to swap, eliminate or ADD new dishes to Office Manager bases on feedback from students and teachers. Follow up and feedback to Principal and Office Manager on the quality of meals.• Manage the quantity of students’ meal register, update quantity order with vendor in timely manner.• Arrange for students to participate in excursions / courses / events such as ECA, OBV, Cambridge exam / ISA exam / IPSLE exam including sending forms to parents for registration, collecting, sending forms / registrations to relevant vendors / organizations, arranging transportation and meal and updating Principal / Office Manager.• Manage student’s school reports including checking, printing, filing and handling to parents.• Provide documentation under requests from parents (students’ ID card, attendance certificate, ETC.)• Provide requested reports to relevant departments (Operations / Accounting / Procurement, ETC.)3. Inventory Control System• Maintain the Inventory Control System.• Have student’s try-on and provide delivery notes to Cashier for uniform sales. Record sales of school uniform periodically and provide stock report to Accounting monthly. When stock balance is low, new stock must be requested / support other campuses when there is shortage.4. Administrator to Principal• Screen telephone calls, enquiries and requests and handle them when appropriate.• Organize and maintain diaries and make appointments.• Deal with correspondence and write letters, take dictation and minutes.• Produce documents, briefing papers, reports, newsletters and presentations.• Carry out background research and present findings into subjects the Principal is dealing with.• Organize and attend school meetings.• Liaise with clients, suppliers and other staff on behalf of the Principal.• Organize files and store paperwork, documents and computer-based information.• Provide general assistance during presentations.• Translate the school’s Newsletter to Vietnamese.• Update the Class Lists.

• A university graduate or equivalent in the relevant field of studies.• Good English written and oral communication skills.• Attention to detail.• Flexible and quickly adapt to new changes.• Good Computer Skills (Word, Excel).