Report to: Operation Manager
Work Time: From 8:45am-5:45pm Monday to Friday.
Duties & Responsibilities；
- Answer the phone. The Receptionist/OA needs to answer the general school phone line and handle a wide range of inquiries and requests, such as information about the school, admission, requests from existing parents.
- Greet visitors and parents at the door. The Receptionist/OA needs to greet visitors, parents and students at the front door each day. He/she also needs to address visitor inquiries too.
- Campus tour. The Receptionist/OA should be able to show visitors around the campus and introduce the school to the visitor.
- Answer emails. The Receptionist/OA needs to respond to inquiries and requests via the school’s general email address.
- Collect payment. The Receptionist/OA is responsible for collecting payments from parents, such as tuition payment, activity payments and uniform payment etc. He/she also needs to call up parents to remind them of payment deadlines and prompt payments.
- Schedule meetings. The Receptionist/OA is responsible for scheduling events, including but not limited to parent-teacher conference, back-to-school days, reservation for workshops, and meeting with principals or other staff of school.
- Book meeting or multi-functional rooms. The Receptionist/OA needs to keep a record of booking and use of meeting rooms and other multi-functional rooms.
- Participate in other marketing activities. When necessary, the Receptionist/OA needs to assist in general marketing activities of the school, including but not limited to school fairs and open house days.
- Keep a daily record. The Receptionist/OA needs to address a wide variety of inquiries and requests daily, so he/she should keep a daily log of what has happened on a daily basis to keep track of any updates and inform team members.
- Facilitate communication within the school. Receptionist/OA share information broadly with administrators, teachers and students’ families through phone calls, emails and face-to-face communication, ensuring that necessary information is properly transmitted.
- Communication skills. The Receptionist/OA needs to have excellent communication skills to effectively communicate information over the phone, in writing and in person.
- Organization skills. The Receptionist/OA should be highly organized, in order to maintain orderly and complete records.
- Ability to prioritize workload. With a wide variety of events that may happen on a daily basis that require attention, the Receptionist/OA should be able to multi-task and prioritize based on their importance and urgency.
- Capability to react positively when confronted. When faced with difficult parents or other complaints, the Receptionist/OA needs to remain calm, react professionally and present an image that protect the school’s reputation.
- Proactivity and ability to follow directions. The Receptionist/OA should not only be able to follow directions from his/her supervisor but should also proactively address issues that may arise.
- Team work. The Receptionist/OA works as part of the administration team of school so it is important that he/she is able to work with other members of the team.
- Experience with cash handling and processing of payments. The Receptionist/OA is responsible for collecting payments from parents so experience with handling payments, such as cash, bank cards and filling out relevant paper records (e.g. invoice and receipts) is important.
- General office skills. To perform his/her day-to-day duties, the Receptionist/OA should be able to use common office equipment and tools, such as computer software (such as Microsoft Word, Excel), copier/printer, and other electronic equipment.
- Language ability. The Receptionist/OA should be able to communicate effectively in both English and Chinese languages, including listening, speaking, reading and writing.
Skills: Candidates must have 3 years experience in customs services/school admissions/marketing services. Must have bachelor degree in language/maketing/admin. Fluent in both English and Chinese, including in conservation and reading (at least Pinyin)
Language: English and Chinese