Centre Administrator

Company DescriptionLa Maluk Village is a boutique early childhood development center opening in Umm Suqeim 2, Dubai, built on 12 years of experience with over 1,000 children and 130 specialists in Ukraine. The center combines the British EYFS curriculum with a strong focus on emotional intelligence, ensuring children feel safe, understood, and supported. La Maluk Village offers small, personalized groups, transparent pricing, and a carefully designed 22,033 sq ft campus with shaded outdoor areas, sensory zones, and spaces for both active play and quiet reflection. The team is preparing to welcome its first families and create a nurturing environment for young learners in Dubai.Role Description Organization of the reception area's work, communication with potential and current parents, processing inquiries, conducting telephone presentations, accompanying the child enrollment process, maintaining the CRM system, calculating charges, monitoring payments, and supporting the center's administrative processes.ResponsibilitiesHandling all communication with potential and current parents via phone, WhatsApp, Instagram, and email. (The administrator is the main link between families and the pedagogical team, receives, records, and monitors all requests, forwards them to responsible staff, and ensures timely feedback. Also responsible for full processing of incoming leads: identifying family needs, conducting a clear presentation of the center, and accompanying the client until the tour or child enrollment).Processing new inquiries and timely provision of full information about the program, attendance terms, costs, adaptation process, and organization of the center's work.Conducting telephone presentations of the center, identifying family needs, and accompanying potential clients until booking a tour and enrolling the child.Communication with families after visits (tours).Maintaining a database of potential and current clients, regular updating of information and statuses in the CRM system.Accompanying the enrollment process: sending forms, maintaining a waiting list, collecting and systematizing children's documents, preparing contracts.Monitoring the presence of a full package of child documents and timely reminding parents about missing documents.Maintaining all charges and monitoring payments in CRM: basic tuition fees by terms, registration and other mandatory payments, meals, additional classes, and services. Preparing and sending invoices, entering payment data, monitoring deadlines and debts, and conducting a weekly newsletter to parents with up-to-date payment information.Maintaining up-to-date information on payments, charges, and debts in the CRM system.Interaction with the accounting department regarding invoices, payments, refunds, and reconciliation of charges.Organization of daily communication between parents and the pedagogical team on all issues related to the child: attendance, absence or tardiness, necessary items and clothing, adaptation process, mood, well-being, nutrition, sleep, and participation in classes. Receiving up-to-date information from educators, its timely transmission to parents, as well as sending photo and video updates during the adaptation period.Preparation and sending of newsletters, organizational messages, reminders, and notifications about events to parents.Conducting introductory tours of the center for potential parents: presentation of premises, educational program, daily routine, adaptation process, attendance terms, and advantages of the center, answering questions, and accompanying the family to the next stage of enrollment.Organization of meetings between parents and educators, psychologist, nurse, or center management.Receiving feedback, inquiries, and complaints from parents, registering them, and timely transmission to the responsible employee.Preparation of daily and weekly reports on new inquiries, tours, enrollments, attendance, payments, and debts.Coordination of the visitor log together with the security officer.Reception of correspondence, deliveries, and documents, their registration, and transmission to responsible employees.Control of the availability of stationery and administrative supplies.Maintaining order and a professional appearance of the reception area.Strict adherence to internal rules, work standards, scripts, and approved instructions of the center.Compliance with the confidentiality of children's, parents', and employees' personal data.Assisting the team in solving current administrative and organizational issues.QualificationsExperience as an administrator, receptionist, customer service coordinator, admissions coordinator, or in a similar position.High level of English - fluent, clear, and competent oral and written speech. Ability to confidently communicate with parents, conduct telephone presentations of the center, answer questions, and conduct business correspondence without a language barrier.Competent oral and written speech, ability to conduct presentations and work with customer questions and objections.Confident skills in working with Google Workspace, MS Office, and CRM systems or readiness to quickly master them.High level of organization, attention to detail, multitasking, and responsibility.Skills in working with charges, spreadsheets, invoices, and internal reporting.Friendliness, customer orientation, and ability to maintain a professional tone in difficult situations.Compliance with confidentiality.Schedule and Work ConditionsStart date is to be determined.Before opening, there is a period of internal training: studying scripts, communication standards, CRM system, rules for the reception area, and administrative procedures.Ready-made scripts, templates, work standards, and support during the adaptation period are provided.Salary and conditions are discussed individually based on the interview results.