Front Desk Coordinator

Job Description

Job Description

Description:

The Front Desk Coordinator serves as the first point of contact for students, faculty, staff, and visitors . This role involves managing front desk operations, including greeting and assisting visitors, answering inquiries, directing calls, and providing administrative support to the school’s departments. The Front Desk Coordinator ensures that the school operates smoothly and efficiently, offering excellent customer service and maintaining a welcoming and professional atmosphere.

Key Responsibilities:

1. Front Desk Operations:

• Greet and assist students, visitors, faculty, and staff as they arrive at the school, providing a welcoming and helpful environment.
• Answer and direct phone calls, emails, and in-person inquiries regarding programs, registration, scheduling, and other school services.
• Maintain knowledge of the school’s vocational programs, course offerings, and staff contacts to efficiently answer questions and direct individuals to the appropriate resources.

• Administrative Support:
• Provide general administrative assistance, including copying, filing, data entry, and managing office supplies.
• Assist students with administrative tasks such as scheduling appointments, filling out forms, and providing guidance on school processes.
• Support school staff with document preparation, event coordination, and managing office calendars.

1. Student and Visitor Assistance:

• Offer guidance to current and prospective students on school policies, procedures, and services, including admissions, registration, and class schedules.
• Assist visitors, ensuring they are directed to the appropriate department or staff member for meetings, tours, or other needs.
• Ensure the front desk is always professionally kept and that inquiries are handled promptly and accurately.

1. Appointment Scheduling:

• Coordinate and manage appointment schedules for students with school departments, such as admissions and career services.
• Schedule meetings between students and academic advisors, instructors, or program directors as needed.
• Ensure accurate and timely communication of appointment times and changes to all parties.

1. Records and Information Management:

• Maintain accurate and organized records of inquiries, appointment schedules, and general office communications.
• Assist in updating student information and maintaining confidentiality of student records in compliance school policies.
• Track and distribute incoming mail, packages, and correspondence for staff and faculty.

1. Event Coordination Support:

• Assist in organizing and coordinating school events such as open houses, orientation sessions, job fairs, and graduation ceremonies.
• Manage event registrations, help with setup, and ensure smooth execution of activities.
• Provide support to staff during events by managing sign-in sheets, distributing materials, and assisting with guest inquiries.

1. Communication & Customer Service:

• Communicate important information to students and staff, including schedule changes, upcoming events, and school announcements.
• Resolve or escalate student and visitor concerns or complaints in a professional and courteous manner.
• Uphold a high standard of customer service, ensuring that the front desk is efficient, helpful, and always attentive to the needs of students and visitors.
• Document promptly an accurately in SIS

1. Safety & Facility Oversight:

• Monitor the front area for cleanliness, safety, and professionalism, ensuring that the reception space is well-maintained.
• Coordinate with security or maintenance staff when necessary to address facility issues or emergencies.
• Follow security protocols to ensure a safe environment for students, staff, and visitors.

Qualifications:

• High school diploma or equivalent required; associate’s degree or additional training in office management or customer service preferred.
• Minimum of 1-2 years of experience in a receptionist, administrative, or front desk role, preferably in a health care or academic setting.
• Excellent communication and interpersonal skills with a strong focus on customer service.
• Proficiency in Google Suite (Word, Excel, Outlook) and familiarity with scheduling software.
• Strong organizational skills and attention to detail, with the ability to multitask and manage time effectively.
• Ability to maintain a professional demeanor and handle sensitive information with discretion.

Key Competencies:

• Strong communication and problem-solving abilities
• Professionalism and excellent customer service orientation
• Multitasking and time management in a fast-paced environment
• Organizational and data entry accuracy
• Adaptability and teamwork

Management reserves the right to revise job description as it deems necessary.