Centre Administrator

Job DescriptionOrganizing the reception area, communicating with potential and current parents, processing inquiries, conducting telephone presentations, supporting the child enrollment process, maintaining the CRM system, calculating charges, monitoring payments, and supporting the center's administrative processes.ResponsibilitiesManaging all communications with potential and current parents via phone, WhatsApp, Instagram, and email. (The administrator is the primary link between families and the teaching team, receiving, recording, and monitoring all requests, forwarding them to the appropriate staff, and providing timely feedback. They are also responsible for fully processing incoming leads: identifying family needs, providing a clear presentation of the center, and guiding the client through to a tour or child enrollment.)Processing new requests and promptly providing complete information about the program, visiting conditions, costs, the adaptation process, and the organization of the center's work.Conducting telephone presentations of the center, identifying family needs, and supporting potential clients until they register for a tour and enroll their child.Communication with families after visits (excursions).Maintaining a database of potential and existing clients, regularly updating information and statuses in the CRM system.Supporting the enrollment process: submitting forms, maintaining a waiting list, collecting and organizing children's documents, preparing contracts.Checking the availability of a child's complete package of documents and promptly reminding parents about missing documents.Manage all charges and control payments in the CRM: basic tuition fees by term, registration and other mandatory payments, meals, extracurricular activities, and services. Prepare and send invoices, enter payment data, monitor due dates and outstanding balances, and send weekly emails to parents with up-to-date payment information.Maintaining up-to-date information on payments, accruals, and debts in the CRM system.Interaction with the accounting department on invoices, payments, returns and reconciliation of accruals.Organizing daily communication between parents and the teaching team on all matters related to the child: attendance, absences or lateness, necessary items and clothing, the adaptation process, mood, well-being, nutrition, sleep, and participation in classes. Receiving up-to-date information from teachers, promptly disseminating it to parents, and sending photo and video updates during the adaptation period.Preparing and sending out newsletters, organizational messages, reminders, and event notifications to parents.Conducting introductory tours of the center for prospective parents: presentation of the premises, educational program, daily routine, adaptation process, conditions of visiting and advantages of the center, answering questions and accompanying the family to the next stage of enrollment.Organizing meetings between parents, teachers, psychologists, nurses, or center management.Receiving feedback, requests, and complaints from parents, registering them, and promptly forwarding them to the responsible employee.Preparing daily and weekly reports on new applications, excursions, enrollments, attendance, payments and outstanding balances.Coordination of visitor log in conjunction with the security officer.Receiving correspondence, deliveries and documents, registering them and transferring them to responsible employees.Control of availability of office and administrative supplies.Maintaining a tidy and professional appearance in the reception area.Strict adherence to internal rules, work standards, scripts, and approved instructions of the center.Maintaining the confidentiality of personal data of children, parents and employees.Assisting the team in resolving current administrative and organizational issues.RequirementsExperience as an administrator, receptionist, customer service coordinator, admissions coordinator, or in a similar position.A high level of English—fluent, clear, and competent oral and written communication. Ability to confidently communicate with parents, conduct telephone presentations about the center, answer questions, and conduct business correspondence without a language barrier.Strong oral and written communication skills, ability to conduct presentations and handle customer questions and objections.Proficiency in Google Workspace, MS Office, and CRM systems, or the ability to quickly learn them.High level of organization, attention to detail, multitasking and responsibility.Skills in working with accruals, tables, accounts and internal reporting.Friendliness, customer focus and the ability to maintain a professional tone in difficult situations.Maintaining confidentiality.Working hours and conditionsThe start date of work is being specified.Before opening, a period of internal training is planned: studying scripts, communication standards, the CRM system, reception area rules, and administrative procedures.We provide ready-made scripts, templates, work standards, and support during the adaptation period.Salary and conditions are discussed individually based on the interview results.