Parent Relationship Executive

Role & responsibilities

Parent & Admission Enquiry Management

• Greet parents and visitors warmly, ensuring a professional and welcoming atmosphere.
• Handle all admission-related enquiries (in-person, phone, email, WhatsApp, or online forms).
• Provide accurate and detailed information about school curriculum, admission criteria, fee structure, transport, and other facilities.
• Schedule campus visits, school tours, and admission counseling sessions with the Principal/Admission Officer.
• Maintain a database of enquiries, follow-ups, and conversions using CRM or school ERP software.

• Assist parents in filling admission/application forms and guide them through the documentation process.

• Answer and route calls promptly and professionally.

• Manage the reception areamaintaining discipline, security, and visitor logs.
• Serve as the first point of contact between the school and external stakeholders.
• Draft and send formal communication (emails, letters, circulars) as required.

• Provide general information to walk-in visitors while maintaining confidentiality.

• Coordinate with the admission team for entrance tests, interviews, and assessment schedules.

• Collect and verify required documents (birth certificate, transfer certificate, ID proofs, photographs, etc.).
• Ensure proper filing and digitization of admission records.
• Assist in fee collection at the time of admission and liaise with the accounts department.

• Support marketing initiatives (open houses, parent orientation sessions, admission campaigns).

• Build trust and rapport with parents by addressing their queries empathetically and promptly.

• Escalate unresolved concerns to higher authorities (Principal/Admission Head).
• Maintain regular follow-ups with interested parents to maximize admissions.

• Assist in organizing parent meetings, orientation programs, and school events.

• Manage daily attendance and visitor registers at the front desk.

• Handle courier, mail, and official communication dispatch.
• Coordinate with teaching and non-teaching staff for smooth day-to-day functioning.
• Support in preparation of admission reports, enquiry statistics, and conversion data for management review.

• Maintain confidentiality of sensitive information (student records, fee details, parent grievances).

• Uphold the schools brand image through courteous behavior, neat appearance, and effective communication.

• Ensure compliance with school policies, admission guidelines, and safeguarding norms.
• Exhibit patience, cultural sensitivity, and professionalism while dealing with diverse parent backgrounds.

Preferred candidate profile

We are looking for a dynamic, well-presented, and service-oriented professional to join our team as a Front Office Executive. The ideal candidate will be the first point of contact for parents, visitors, and prospective families, creating a warm and welcoming experience while handling admission enquiries with professionalism and accuracy.

Qualifications & Experience

• Graduate in any discipline (Hospitality, Administration, or Education background preferred).
• 25 years of experience in front office, customer service, or admissions role, preferably in a school or service-oriented environment.
• Prior exposure to international schools or education institutions will be an added advantage.

Skills & Competencies

• Excellent communication skills in English (fluency in additional regional or foreign languages is a plus).
• Strong interpersonal skills with a friendly and approachable demeanor.
• Good organizational and multi-tasking abilities with attention to detail.
• Proficiency in MS Office, email communication, and comfort in using school ERP/CRM systems.
• Ability to manage parents' queries with patience, empathy, and discretion.
• Positive attitude, professional appearance, and ability to work under pressure during admission seasons.

Personality Traits

• Warm, courteous, and confident while dealing with parents and visitors.
• A problem-solver with the ability to think on their feet.
• Team player who can coordinate smoothly with academic, administrative, and accounts staff.
• Commitment to confidentiality and safeguarding norms.

What We Offer

• An opportunity to work in a progressive, child-centric international school environment.
• Exposure to a multicultural parent community.
• Training and professional development support.
• A collaborative and respectful workplace culture.