Front Office Executive

JOB DESCRIPTION
Front Office Executive – Educational Institute
Department: Front Office / Administration
Location: Barasat / Madhyamgram
Employment Type: Full-Time
Experience: 1–3 Years
Job Summary
We are looking for a professional, courteous, and well-organized Front Office Executive to manage the reception and front-office operations of the educational institution. The candidate will be responsible for welcoming students, parents, visitors, faculty members, and other stakeholders while ensuring smooth communication and administrative coordination.
The role requires excellent communication skills, a professional attitude, strong coordination abilities, and the capability to handle multiple responsibilities efficiently.
Key Responsibilities
1. Reception & Visitor Management
Manage the reception/front desk and ensure a professional and welcoming environment.
Greet and assist students, parents, visitors, faculty members, vendors, and other stakeholders.
Understand visitors' requirements and direct them to the appropriate department/person.
Maintain proper visitor records and issue visitor passes wherever applicable.
Ensure that unauthorized persons do not access restricted areas.
2. Telephone & Communication Management
Attend incoming telephone calls professionally and transfer calls to the concerned department/person.
Record and communicate messages accurately.
Handle general enquiries through telephone, email, WhatsApp, or other official communication channels.
Provide correct and appropriate information regarding institutional procedures, departments, working hours, admissions, and general enquiries.
Escalate sensitive or important matters to the concerned authority.
3. Student & Parent Support
Assist students and parents with general queries and guide them to the appropriate department.
Coordinate with Admission, Accounts, Academic, Examination, HR, and Administration departments whenever required.
Maintain a courteous and helpful approach while handling complaints or concerns.
Ensure that unresolved queries are properly followed up with the concerned department.
4. Administrative Support
Maintain front-office registers, records, forms, documents, and correspondence.
Manage incoming and outgoing documents, courier, letters, and official communications.
Maintain records of visitors, telephone calls, deliveries, and other front-office activities.
Assist in preparing notices, circulars, letters, and other routine administrative documents.
Support management and administrative teams in day-to-day office activities.
5. Coordination & Follow-Up
Coordinate with different departments for timely resolution of student, parent, visitor, and administrative requirements.
Follow up on pending requests and communicate updates to the concerned person.
Assist in coordinating meetings, appointments, seminars, orientations, workshops, and institutional events.
Maintain appointment schedules and inform concerned officials about scheduled visitors or meetings.
6. Admissions & Enquiry Support
Handle basic admission-related enquiries and provide approved information to prospective students and parents.
Direct admission enquiries to the appropriate Admission team.
Maintain records of walk-in enquiries and visitors where required.
Support admission-related activities during peak admission periods and institutional events.
7. Documentation & Record Management
Maintain front-office registers and ensure that all entries are updated regularly.
Maintain proper filing of documents and correspondence.
Ensure confidentiality of institutional and student-related information.
Maintain accurate records and submit reports to the reporting authority whenever required.
8. Office Discipline & Front Desk Management
Ensure that the reception area remains clean, organized, and professional.
Follow institutional policies, dress code, attendance, communication, and office discipline guidelines.
Ensure that front-office operations remain functional during designated working hours.
Report any operational, security, maintenance, or administrative issue to the concerned authority immediately.
Daily Reporting & Documentation
The Front Office Executive may be required to maintain and submit:
Daily visitor register.
Incoming/outgoing communication records.
Telephone/message records.
Student/parent enquiry records.
Courier and document movement records.
Appointment/meeting records.
Pending query/follow-up records.
Daily front-office activity report, as required by management.
Key Performance Indicators (KPIs)
Professional and courteous handling of students, parents, visitors, and stakeholders.
Accuracy and completeness of front-office records.
Timely response to calls, enquiries, and communications.
Effective coordination and follow-up with concerned departments.
Proper maintenance of visitor and document records.
Timely escalation of important or sensitive matters.
Compliance with institutional rules, procedures, and reporting requirements.
Overall efficiency and discipline of front-office operations.
Educational Qualification
Graduate in any discipline from a recognized university.
Diploma/Certificate in Office Administration, Hospitality, Customer Service, or a related field and from educational sector will be an advantage.
Required Skills
Excellent verbal and written communication skills.
Good knowledge of MS Office, email, internet, and basic computer applications.
Strong interpersonal and customer-service skills.
Good telephone etiquette.
Strong organizational and coordination skills.
Ability to maintain accurate records and documentation.
Ability to handle multiple tasks simultaneously.
Professional appearance and courteous personality.
Good command of English and Bengali/Hindi will be an advantage.
Preferred Experience
1–3 years of experience in front-office, reception, administration, customer service, or a similar role.
Experience in an educational institution, school, college, hospital, corporate office, or service organization will be preferred.
Key Competencies
Communication | Customer Service | Coordination | Documentation | Visitor Management | Time Management | Problem Solving | Professionalism | Confidentiality | Administrative Support
Working Requirements
Willingness to support institutional events, admission activities, orientations, meetings, and other official programs as required.
Ability to maintain professional conduct and discipline at all times.
Ability to coordinate with multiple departments and stakeholders.
Flexibility to handle additional administrative responsibilities assigned by the management.

Work arrangement
No