Office Administrator (6 months)

Job Description

1. School reception service and telephone duties:

• Receive all parent's visits to the school in a friendly, courteous and pleasant manner.

• Provide enrolment information to parents.

• Schedule appointments for consultation between parents and the Principal or Office Manager.

• Manage incoming/outgoing phone calls at the front desk and mail receipts.

• Coordinate the transmission of information between the Principal, Office Manager, Office Administrator and parents.

• Provide courteous and professional service, responding in an accurate and timely manner to all enrolment enquiries.

2. Administrative and clerical duties

• Assist the Office Manager with the enrolment process, including receiving parents, responding to enquiries from parents, etc.

• Complete students’ enrolment records.

• Maintain a personal file for each student and ensure all records pertaining to the students are filed accordingly. All files must be neatly labelled and categorized accordingly.

• Monitor students referred for illness or discipline for the purpose of ensuring their safety.

• Arrange transportation for students.

• Manage students’ menus. Follow up and give feedback to the Principal and Office Manager on the quality of meals.

• Assist the Office Manager in supervising the support staff such as Janitor, Maintenance and Drivers. Provide the timetable and work schedule for them.

• Support foreign staff to open bank accounts, Health Check and Police Check for Work Permit applications.

• Support the Human Resources Department in submitting documents to the Labour Department / Immigration / Department of Justice for Work Permit, Visa, Temporary Residence Card applications and other administrative matters assigned by the Human Resources Department.

3. Inventory Control System

• Maintain the Inventory Control System.

• An Inventory List of all administrative files, equipment, computers, machinery, furniture, technical equipment, etc., in the school must be maintained and updated every June and December before the close of the calendar year. The Inventory List is to be submitted to the Management upon completion.

• Record sales of school uniforms periodically. When the stock balance is low, new stock must be requested.

4. Administrator to Principal

• Screen telephone calls, enquiries and requests and handle them when appropriate.

• Organize and maintain diaries and make appointments.

• Deal with correspondence and write letters, take dictation and minutes.

• Produce documents, briefing papers, reports, newsletters and presentations.

• Carry out background research and present findings into subjects the Principal is dealing with.

• Organize and attend meetings and ensure the Principal is well-prepared for meetings.

• Liaise with clients, suppliers and other staff on behalf of the Principal.

• Organize files and store paperwork, documents and computer-based information.

• Provide general assistance during presentations.

• Responsibility for accounts and budgets.

• Translate the School’s Newsletter to Vietnamese.

• Update the Class Lists.

Job Requirement

- Bachelor's degree in Office Administration, Business Administration, or related fields.

- Excellent English communication skills, both verbal and written.

- Proficiency in computer and office software (Microsoft Office, Google Workspace, etc.).

- Friendly, courteous, and professional in interactions with parents, students, and colleagues.