Administration/Front Desk & Marketing Coordinator

Administration/Front Desk & Marketing Coordinator

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
Our goal is for all our children to grow to believe that anything is possible, the inspiration to dream and to achieve is unlimited.
Email and Telephone: [email removed]; [phone removed]/ [phone removed]

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