Administration/Front Desk & Marketing Coordinator

Pathfinders Preschool Llp; Mumbai City; On-site; INR 450,000 - 650,000; Full time

Job summary

Pathfinders Preschool Llp is seeking an Administration/Front Desk & Marketing Coordinator to represent the preschool professionally and support the Centre Head and teachers with all administrative tasks in a fast-paced setting. The role requires a Bachelor’s degree, 5+ years of admin experience, strong MS Office skills, and the ability to manage confidential information with discretion.

This is a full-time position based in Mumbai, with duties spanning admissions, procurement, records, and

Qualifications

• Bachelor's degree required.
• Minimum 5 years of administrative experience and basic accounting skills.
• Proficient in Microsoft Office.
• Excellent organizational and time management skills.
• Ability to handle confidential information.

Responsibilities

• Answer enquiry calls, manage admissions information and leads.
• Maintain leads spreadsheet and track interactions with the Centre Head.
• Coordinate admin tasks with the Centre Head and teachers.
• Manage stationery procurement and vendor contracts.
• Maintain student and employee records and file online system updates.
• Prepare petty cash and invoices from vendors by the financial year.
• Create marketing content and update digital platforms.

Skills

Administrative experience

MS Office

Time management

Communication

Confidentiality

Education

Bachelor's degree

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Job description

Administration/Front Desk & Marketing Coordinator

Represent the preschool in a professional and congenial manner, both in person and through telephone conversations and written correspondence. Assist the Centre Head and teachers with all administrative-related activities. This position requires the ability to perform in a fast-paced environment and discreetly handle confidential information related to all individuals associated with the organization.

Job Overview:

Represent the preschool in a professional and congenial manner, both in person and through telephone conversations and written correspondence. Assist the Centre Head and teachers with all administrative-related activities. This position requires the ability to perform in a fast-paced environment and discreetly handle confidential information related to all individuals associated with the organization.

Key Responsibilities:

Admissions & Play Programs

• Answer enquiry calls on the landline and mobile phone, and follow up on requests for information regarding preschool, events, and camp admissions.
• Create and monitor the leads spreadsheet.
• Follow up on leads and set up interactions with the Centre Head.
• Hold daily and weekly meetings with the Centrehead to review upcoming tasks, deadlines, and special requests.
• Market the programs and ensure timely registrations are made. Schedule and follow up on interactions (including time, payment, and registration forms) with parents at every step.
• Update the enquiry and admission, as well as the fee payment status sheet, periodically. Share the updates with the Centre Head and management on a weekly basis.
• Prepare admission letters, along with payment timelines, and obtain approval from the Marketing Manager for each one.
• Create a child profile on the Q-Fix system for fee payments and follow up on due dates. Send reminder emails to parents as needed.
• Prepare fee receipts and ensure bank deposits are made on time.
• Address parent challenges and queries, promptly after verifying the draft with Centrehead.

Stationery and Procurement

• Ensure supplies, stationery, office supplies, and equipment are ordered (every quarter) with the sign-off by the teachers, by the Centre Head and Founder.
• Maintain inventory of stationery, folders, school t-shirts, equipment, and related supplies (school and soiled clothes bags).
• Complete the filing and organization of children’s documents by the end of each academic term and year, and maintain administrative and accounting information in organized files.
• Ensure that infrastructure maintenance, repair, and replacement are completed on time, and that purchase requests receive approval from Centrehead/Founder.
• Current and new vendor contracts, including Rental, Air Conditioner, Water Purifier, Pest Control and Fire Safety should be renewed and updated.

Employee Support, Filing, and Petty Cash

• Manage support staff, perform general administrative tasks.
• Maintain physical copies of employee, student, and inquiry records and update them in the online system by the end of each academic term.
• Prepare Petty cash and maintain soft and hard copies of invoices from vendors by the financial year.

Marketing

• Clicking photos & making videos, and when asked, write-ups, and updating these on all digital platforms.
• Creating images and short micro-content for media pages.
• Monitoring the website and keeping marketing materials up to date with current trends and events.
• The position involves reviewing the Instagram handles and websites of other schools to gather new ideas and collaborating with the teachers, Centre Head, and Founder to adapt and apply them effectively.

Job Requirements:

• Bachelor's degree required.
• A minimum of 5 years of administrative experience and basic accounting skills are required.
• Excellent knowledge of Microsoft Office (e.g., Word, Excel, PowerPoint, and Outlook).
• Excellent organizational skills; detail-oriented.
• Strong time management skills; ability to prioritize multiple tasks efficiently.
• Resourceful self-starter with the ability to think creatively and independently.
• Ability to communicate effectively with senior management.
• At all times, the position will be expected to respect the confidentiality of sensitive family information.

Timings:

Full-time: 9 am to 6 pm, Monday to Friday, and two Saturdays from 9 am to 12 noon.

Email and Telephone:

[e-mail]; 022-35568720/ 9819749698

School Address:

Rose Cottage, 61 Dr.SS Rao Road, Parel, Mumbai 400012

Our goal is for all our children to grow to believe that anything is possible, the inspiration to dream and to achieve is unlimited.