Front Desk Officer

Job Description

The Front Desk Officer is responsible for managing the school's reception and front desk operations, welcoming visitors, responding to telephone calls and inquiries, providing accurate information to parents and guardians, and supporting the smooth functioning of daily administrative activities. The officer shall maintain a professional, courteous, and welcoming environment in line with the school's values, policies, and standards.

Key Roles and Responsibilities

A. Reception and Visitor Management

• Welcome parents, guardians, visitors, and other stakeholders courteously and professionally.
• Coordinate appointments and meetings with the school leadership team, teachers, and other staff members.
• Ensure the reception area remains clean, organized, and presentable.

B. Telephone and Communication Management

• Receive and respond to incoming telephone calls promptly and professionally.
• Provide accurate information regarding school admissions, programmes, events, schedules, and general inquiries.
• Handle the official communication assigned by the administration.
• Communicate politely and effectively in Nepali and English.

C. Parent and Student Support

• Respond to parents' and guardians' inquiries regarding school services, procedures, events, and administrative matters.
• Guide prospective parents through the admission inquiry process and direct them to the relevant personnel.
• Assist with the distribution of notices, circulars, forms, and other official information.
• Receive and forward parent feedback, complaints, and suggestions to the concerned authorities.

D. Administrative Support

• Maintain accurate records of visitors, telephone calls, appointments, inquiries, and correspondence.
• Maintain updated contact directories of staff members and relevant stakeholders.
• Assist in maintaining admission inquiry records and following up with prospective parents as instructed.
• Support the administration during school events, meetings, orientations, and other programmes.
• Perform other administrative duties assigned by the supervisor.

E. Coordination and Information Management

• Coordinate with the Finance, Administration, IT, Transportation, Admissions, and Academic Departments as required.
• Direct fee-related inquiries to the Finance Department and transportation-related inquiries to the Transportation Department.
• Ensure that accurate and updated information is communicated to parents and visitors.
• Support the effective use of the school's official communication channels and management systems.
• Report urgent matters, emergencies, security concerns, and complaints to the concerned authority immediately.

F. Professional Conduct and Confidentiality

• Maintain a polite, patient, helpful, and professional attitude at all times.
• Protect confidential information relating to students, parents, staff, and the school.
• Follow school policies, procedures, safeguarding requirements, and professional standards.
• Avoid sharing unauthorized information or making commitments on behalf of the school.

Job Specification

• Minimum qualification: Bachelor's degree in Management, Business Administration, or a related field is preferred.
• Previous experience in reception, customer service, front desk operations, or school administration is preferred.
• Good communication skills in both Nepali and English.
• Basic computer skills, including Microsoft Word, Excel, email, and internet applications.
• Ability to operate telephone systems and maintain accurate records.
• Strong interpersonal, organizational, and time-management skills.
• Ability to handle multiple tasks and communicate effectively with parents, students, and staff.
• A courteous, responsible, service-oriented, and professional attitude.

Required Skills

• Communication
• Administrative
• Front Desk Management
• Attention to Detail

About the Company

Machhapuchchhre IB World School, led by a visionary team, offers a comprehensive and balanced curriculum within the framework of the Nepal Government's National Curriculum.

The Machhapuchchhre team sees the school as "The School for Change Makers"; grooms the children under progressive education with respect and dignity, helping them to realize their full potential in life.

MISSION

To encourage and empower children
To enhance their intellectual curiosity and creativity through self-discovery approach
To enable them to become responsible citizens by providing them a multi-faceted learning environment

OUR VISION

The Machhapuchchhre team sees the school as "The School for Change Makers”. The school prepares children to become positive change makers in their family, society, country, and eventually the world. It helps children become critical and creative thinkers and problem-solvers. It also respects the diversity of its community, inculcating the children with a culture of respecting all religions and cultures