Admission Counselor

Job Title: Admissions Counselor

Location: VSEG School Campuses- Vidyashilp School Bagalur

Reports to: Head of Admissions

Function: Preschool & School Admissions Management

Job Summary

The Admissions Counselor plays a pivotal role in driving end-to-end enrolment outcomes across school segments. This role combines strategic oversight with hands-on execution managing a team of counselors, optimizing the admissions pipeline, and ensuring a seamless, data-driven experience for prospective families. The position holds full accountability for performance metrics, preschool-specific outreach initiatives, and cross-functional collaboration to meet defined enrolment goals.

Key Responsibilities Stage-wise Lead Conversion Oversight

1. Inquiry & Initial Contact

Ensure 100% of inquiries are responded to within 24 hours across all channels.

Guide the team in effective lead qualification and CRM hygiene practices.

Monitor and optimize inquiry-to-visit conversion rates, aiming for >60%.

2. Walk-ins & Campus Visits

Oversee campus visit experiences for consistency and brand alignment.

Train team members to effectively communicate preschool USPs.

Maintain >95% satisfaction ratings from campus tour attendees.

3. Application Management

Achieve and sustain >90% application completion through structured follow-ups.

Standardize application tracking and communication protocols across the team.

4. Assessment & Interaction Coordination

Ensure timely scheduling of informal assessments or observation sessions with preschool faculty.

Maintain application-to-interaction turnaround within 5 working days.

5. Offer Management & Follow-Up

Supervise timely release of admission offers and structured follow-ups.

Target >85% conversion from offer to acceptance.

6. Fee Payment & Enrolment Finalization

Provide support to families through fee payment and documentation processes.

Collaborate with finance to ensure timely collections and tracking.

Sustain >90% conversion from offer to payment.

Preschool Activation & Outreach

Design and lead preschool-specific lead generation and brand visibility efforts, including:

Targeted digital campaigns (social media, parenting forums)

Partnerships with daycare and early learning centers

Hosting community-facing parenting workshops or info sessions

Represent the school at specific expos and parenting events; ensure all leads are entered into the CRM within 48 hours.

Continuously refine outreach messaging based on real-time parent feedback and enrolment trends.

Admissions SPOC for marketing events

Team Leadership & Enablement

Lead and manage a team of 35 admissions counsellors, setting clear KPIs at each conversion stage.

Conduct weekly performance reviews and provide coaching on lead management, follow-up protocols, and conversion strategies.

Deliver periodic training on:

CRM usage and data hygiene

Campus tour delivery and storytelling

Objection handling and personalised parent communication

Performance Tracking & Optimization

Own and manage the preschool admissions performance dashboard.

Provide weekly reports to leadership, including:

Stage-wise conversion metrics

Event ROI and parent feedback

Drop-off points and proposed corrective actions

Metrics to track:

Inquiry-to-Application

Application-to-Offer

Offer-to-Payment

Campus Tour satisfaction and conversion

Collaborate with marketing to align messaging, evaluate campaign effectiveness, and refine targeting strategies.

Cross-functional Collaboration

Work closely with:

School faculty for assessments and parent interactions

Finance team for fee-related operations and support

Marketing team for outreach planning, campaign execution, and lead source analysis

Continuously capture and share parent insights to enhance school positioning and admissions narratives.