Front Office Executive

Global Indian International School Pte. Ltd.; Singapore; On-site; SGD 28,000 - 40,000; Full time

Job summary

Global Indian International School Pte. Ltd. in Singapore is seeking a Front Office & Reception professional to manage day-to-day operations, welcome visitors, handle inquiries, and ensure a professional lobby experience.

You will support CRM and visitor management, coordinate mail and messages, and provide general administrative assistance across school departments. The role requires a courteous, organized, and proactive individual capable of coordinating with multiple teams.

Responsibilities

• Front Office & Reception: Manage the day-to-day operations of the Front Office and ensure a professional, welcoming, and efficient experience for all visitors.
• Front Office & Reception: Welcome and assist parents, prospective families, students, staff, vendors, and other visitors in a courteous and professional manner.
• Front Office & Reception: Answer, screen, and route incoming calls and enquiries to the appropriate departments or staff members.
• Front Office & Reception: Manage general enquiries and provide accurate information or direct queries to the relevant school teams.
• Front Office & Reception: Receive and coordinate incoming and outgoing mail and courier deliveries.
• Front Office & Reception: Take and relay messages, identify urgent matters, and ensure timely escalation and follow-up.
• Front Office & Reception: Maintain a high standard of presentation, cleanliness, and professionalism across the reception and lobby areas.
• Visitor Management & CRM: Manage the school's Visitor Management System, including visitor registration, check-in/check-out, appointment verification and relevant records.
• Visitor Management & CRM: Ensure that all visitors are appropriately registered and that visitor information is accurately maintained in accordance with school policies.
• Visitor Management & CRM: Update and maintain relevant parent and prospect in the CRM system.
• Visitor Management & CRM: Accurately capture and update enquiries, visitor interactions, appointments, and other relevant information to support effective tracking and follow-up.
• Visitor Management & CRM: Coordinate with Admissions, Customer Relations, Security, and other relevant teams to ensure a seamless experience for prospective and existing families.
• Visitor Management & CRM: Support the accurate maintenance of contact and communication records and ensure timely updates to relevant systems.
• Administrative & School Support: Respond to day-to-day queries from parents, students, staff, visitors, and vendors, escalating matters where appropriate.
• Administrative & School Support: Coordinate the booking and use of school facilities, including meeting rooms and other designated spaces.
• Administrative & School Support: Maintain and update internal administrative records, including staff contact lists, seating plans, locker allocations, and other relevant information.
• Administrative & School Support: Maintain records relating to room/access keys and other designated school resources.
• Administrative & School Support: Provide administrative support including documentation, data entry, filing, and record maintenance.
• Administrative & School Support: Assist students with administrative requirements such as examination certificate collection, sick-bay processes, Student Identification Passes, combination locks, and other school-related administrative matters.
• Administrative & School Support: Coordinate with internal departments to facilitate smooth resolution of requests and ensure timely communication.
• Administrative & School Support: Undertake other administrative and operational responsibilities as assigned by the reporting manager.

Job description

Key Responsibilities

Front Office & Reception

• Manage the day-to-day operations of the Front Office and ensure a professional, welcoming, and efficient experience for all visitors.
• Welcome and assist parents, prospective families, students, staff, vendors, and other visitors in a courteous and professional manner.
• Answer, screen, and route incoming calls and enquiries to the appropriate departments or staff members.
• Manage general enquiries and provide accurate information or direct queries to the relevant school teams.
• Receive and coordinate incoming and outgoing mail and courier deliveries.
• Take and relay messages, identify urgent matters, and ensure timely escalation and follow-up.
• Maintain a high standard of presentation, cleanliness, and professionalism across the reception and lobby areas.

Visitor Management & CRM

• Manage the school's Visitor Management System, including visitor registration, check-in/check-out, appointment verification and relevant records.
• Ensure that all visitors are appropriately registered and that visitor information is accurately maintained in accordance with school policies.
• Update and maintain relevant parent and prospect in the CRM system.
• Accurately capture and update enquiries, visitor interactions, appointments, and other relevant information to support effective tracking and follow-up.
• Coordinate with Admissions, Customer Relations, Security, and other relevant teams to ensure a seamless experience for prospective and existing families.
• Support the accurate maintenance of contact and communication records and ensure timely updates to relevant systems.

Administrative & School Support

• Respond to day-to-day queries from parents, students, staff, visitors, and vendors, escalating matters where appropriate.
• Coordinate the booking and use of school facilities, including meeting rooms and other designated spaces.
• Maintain and update internal administrative records, including staff contact lists, seating plans, locker allocations, and other relevant information.
• Maintain records relating to room/access keys and other designated school resources.
• Provide administrative support including documentation, data entry, filing, and record maintenance.
• Assist students with administrative requirements such as examination certificate collection, sick-bay processes, Student Identification Passes, combination locks, and other school-related administrative matters.
• Coordinate with internal departments to facilitate smooth resolution of requests and ensure timely communication.
• Undertake other administrative and operational responsibilities as assigned by the reporting manager.