Job Title: Office Assistant / Receptionist
Job Summary:
The Office Assistant / Receptionist will serve as the first point of contact for students and visitors at the vocational school. The role includes managing incoming phone calls, providing detailed information about beauty and wellness programs, guiding potential students through the enrollment process, and assisting with general office duties.
Key Responsibilities:
Reception and Front Desk Duties:
Greet and welcome students, visitors, and staff in a professional and friendly manner.
Maintain a clean, organized, and welcoming reception area.
Ensure visitors sign in and are directed to the appropriate department or individual.
Handling Phone Calls:
Answer incoming phone calls promptly, courteously, and professionally.
Direct calls to the appropriate staff member or department.
Respond to inquiries regarding school programs, schedules, admissions, and general questions.
Follow up on voicemails and missed calls in a timely manner.
Program Information and Explanation:
Provide detailed explanations of the school's beauty and wellness programs, such as Cosmetology, Esthetics, Nail Technology, and more.
Answer specific questions regarding program structure, length, fees, admission requirements, and certification processes.
Help students and prospective students understand the curriculum, schedule, and career opportunities associated with each program.
Offer guidance on program comparisons to help students choose the best option for their career goals.
Enrollment Process:
Assist students in completing enrollment forms and documents required for admission.
Verify that all required paperwork, identification, and financial documentation are submitted accurately.
Coordinate with the admissions department to ensure a smooth and efficient enrollment process.
Maintain a database of enrolled students and track their progress in the enrollment process.
Schedule and conduct campus tours for prospective students and their families.
Administrative Support:
Provide administrative support to the school’s staff, including filing, data entry, and managing correspondence.
Maintain and update student records in the school's management system.
Assist with processing payments for tuition, fees, and other services.
Handle inquiries from current students regarding their schedules, classes, and general support.
General Office Duties:
Monitor office supplies and place orders when necessary.
Assist with printing, copying, and distributing materials to instructors and students.
Support school events, including open houses, orientation days, and graduation ceremonies.
Maintain confidentiality of student and school records in accordance with school policies and regulations.
Skills and Qualifications:
Strong interpersonal and communication skills.
Professional phone etiquette.
Ability to multitask and manage time effectively.
Familiarity with vocational programs in beauty, wellness, and cosmetology.
Basic knowledge of office management tools (Microsoft Office, Google Workspace, etc.).
Customer service experience, preferably in an educational or beauty-related setting.
