Admission Counsellor

VIBGYOR Group of Schools; Pune District; On-site; INR 200,000 - 300,000; Full time

Job summary

VIBGYOR Group of Schools seeks a proactive School Admission Counsellor to handle end-to-end admission enquiries and front office duties at our Pune campus. You will be the first point of contact for parents and visitors, counsel students, coordinate campus tours, and manage documentation and MIS.

The role requires 1-3 years in school admissions or related fields, strong English communication, and the ability to multitask during peak admission periods.

Qualifications

• Graduate in any discipline.
• 1-3 years of experience in School Admissions, Front Office, Counselling or related roles.
• Additional qualification in Management, Education, Administration or CRM/ERp is an advantage.

Responsibilities

• Manage end-to-end admission enquiry process and front office operations.
• Counsel prospective parents and coordinate school visits/tours.
• Maintain admission MIS/CRM records and ensure data confidentiality.
• Support Open Houses, Orientation, Admission events and campaigns.
• Prepare admission reports and ensure timely follow-ups with leads.

Skills

Communication skills

English proficiency

Interpersonal skills

Counselling

Customer handling

MS Office

Excel

Google Workspace

CRM/ERP systems

Multitasking

Education

Graduate qualification

Management / Education / Administration qualification

Tools

MS Office

Excel

Google Workspace

CRM/ERP systems

Job description

Position: School Admission Counsellor
Department: Admissions / Administration
Experience: 1-3 Years
Employment Type: Full-Time
Location: NIBM Road, Kondhwa, Pune
Reporting To: Admission Head & Principal

Position Overview

We are looking for a professional, confident, and parent-friendly Admission Officer who will be responsible for managing the end-to-end admission enquiry process along with front office operations.

The candidate will serve as the first point of contact for prospective parents, students, visitors, and other stakeholders, creating a warm and professional impression of the school. The role will involve handling admission enquiries, counselling parents, conducting follow-ups, coordinating school visits, maintaining admission records, and supporting the smooth functioning of the front office.

Key Responsibilities

1. Admissions & Parent Counselling

• Handle admission enquiries received through walk-ins, telephone calls, emails, WhatsApp and online platforms.
• Understand parents' requirements and provide accurate information about the school's curriculum, academic programmes, facilities, fee structure, activities, and admission process.
• Counsel prospective parents and students and address their queries professionally.
• Conduct and coordinate school/campus tours for prospective parents.
• Explain the complete admission process, eligibility criteria, documentation requirements and timelines.
• Follow up with prospective parents regularly and support enquiry-to-admission conversion.
• Coordinate appointments and interactions with the Principal, Coordinators, or relevant academic team members.
• Assist parents with admission forms, document submission, assessments and other admission formalities.
• Ensure a smooth and positive parent experience throughout the admission journey.

2. Lead Management & Follow-up

• Maintain an updated database of all admission enquiries and leads.
• Record and track enquiries, follow-ups, visits, applications and admissions.
• Ensure timely follow-up with prospective parents and maintain proper communication records.
• Monitor pending enquiries and ensure that no prospective lead is missed.
• Prepare daily/weekly admission reports and share updates with the reporting manager.
• Work towards achieving assigned admission/enquiry conversion targets.

3. Front Office Operations

• Act as the first point of contact for parents, students, visitors and guests.
• Welcome and assist visitors in a warm, courteous and professional manner.
• Handle incoming and outgoing calls and direct them to the appropriate department/person.
• Handle general parent/visitor queries and ensure appropriate resolution or escalation.
• Maintain front office records, registers and other administrative documents.
• Coordinate with Administration, Academics, Transport, Accounts and other departments as required.

4. School Events & Admission Activities

• Support and coordinate Open Houses, Parent Orientation, Admission Events and School Tours.
• Assist in admission campaigns and other school promotional activities.
• Support the school during peak admission periods, events and parent interaction days.
• Represent the school professionally while interacting with prospective families.

5. Documentation & MIS

• Ensure accurate maintenance of admission forms and supporting documents.
• Update admission data in the school's ERP/CRM/Admission Management System.
• Maintain confidentiality and accuracy of student and parent information.
• Prepare admission-related MIS and reports as required by management.
• Maintain proper records of admission status, pending documents and follow-ups.

Candidate Profile

Education:

• Graduate in any discipline.
• Additional qualification in Management, Education, Administration or Customer Relationship Management will be an advantage.

Experience:

• 1-3 years of experience in School Admissions, Front Office, Counselling, Customer Service, Education Sales or a similar role.
• Prior experience in a school/educational institution will be preferred.

Required Skills

• Excellent verbal and written communication skills, particularly in English.
• Strong interpersonal and parent-handling skills.
• Good counselling and convincing abilities.
• Pleasant, confident and professional personality.
• Strong follow-up and relationship-management skills.
• Good organizational and multitasking abilities.
• Proficiency in MS Office, Excel, Google Workspace and/or CRM/ERP systems.
• Ability to work under pressure, particularly during the admission season.
• Strong attention to detail and documentation skills.
• Presentable and professional in appearance and conduct.

Key Competencies

Parent Relationship Management | Admission Counselling | Lead Conversion | Follow-up | Front Office Management | Communication | Customer Service | MIS & Reporting | Coordination | Multitasking

Performance Indicators / KRAs

• Number of admission enquiries handled.
• Enquiry-to-visit conversion.
• Visit-to-admission conversion.
• Timely follow-up of leads.
• Accuracy of admission records and documentation.
• Parent satisfaction and service quality.
• Efficient management of front office operations.
• Timely submission of admission reports and MIS.

Preferred Candidate

The ideal candidate should be warm, articulate, target-oriented, organized and confident in interacting with parents. The person should be capable of balancing admission responsibilities with day-to-day front office duties while maintaining a professional image of the school.