Front Desk Officer at Discovering Talents Academy

Key Responsibilities
Front Office Management & Customer Service:

• Serve as the primary point of contact for all visitors, parents, prospective clients, and staff, providing a warm, professional, and courteous welcome.
• Maintain an alert and approachable posture at the front desk at all times.
• Manage the reception area, ensuring it is tidy, organized, and reflective of DTA's professional image.
• Politely inquire about visitors' purposes and direct them appropriately, ensuring proper sign-in/out procedures using the visitor's book.
• Handle incoming and outgoing calls professionally, using the prescribed greeting protocol, speaking clearly, and avoiding slang.
• Address inquiries promptly and accurately, or escalate to the appropriate department when necessary.

Admission Process & Client Conversion:

• Expertly guide prospective parents through the entire admission journey, from initial inquiry to successful enrollment.
• Capture and meticulously record prospective client data (Name, WhatsApp Number) in the DTA software.
• Proactively follow up with prospective clients, sending pre-defined messages (e.g., initial inquiry response, promoting school platforms, after online form submission, interview/test scheduling) and tracking progress in the DTA software.
• Nurture prospective clients by sending engaging "Did You Know" content to maintain brand awareness and interest.
• Ensure all steps, including payment confirmation and interview/test scheduling, are completed efficiently to convert inquiries into enrolled pupils.
• Strictly adhere to the policy that all payments are made directly into the school's official bank account; the FDO is strictly prohibited from collecting any physical cash.

Communication & Information Dissemination:

• Disseminate official school broadcasts to relevant parent groups (e.g., whole school, year-level specific, ex-students, summer program groups) as per schedule (e.g., Nursery Colour Day, Fun Day updates, weekend classes, gate closure reminders).
• Utilize Google Calendar to proactively schedule and manage recurring and one-off communication tasks, ensuring timely and accurate message delivery.
• Maintain confidentiality of all student, parent, and staff information, releasing it only with explicit approval from the Administrator/Head of School.
• Direct all general public inquiries to the Admin Officer, as the FDO is not authorized to disseminate organizational information to the public.

Administrative Support & Record Keeping:

• Log all complaints received (via text, WhatsApp, call, or in-person) into the DTA software, ensuring accurate details are captured and forwarded to concerned persons for resolution.
• Follow up on complaints to ensure parents/complainants receive timely feedback and report any delays to the Head of Admin.
• Update complaint logs to "Resolved" or "Closed" once issues are addressed, including resolution details.
• Manage forgotten items by taking pictures, sending to teacher platforms, checking classrooms, and broadcasting to the whole school if unclaimed.
• Assist with general administrative tasks as required by the Head of Administration.
• Social media skill will be an added advantage.

Policy Adherence & Professional Conduct:

• Strictly adhere to DTA's working hours, dress code, and personal hygiene standards.
• Maintain absolute professionalism and cordial communication with all colleagues and superiors, avoiding insubordination, gossiping, or illicit gatherings.
• Ensure no staff member exits the school premises without a valid gate pass.
• Uphold the non-discrimination principle, treating every person with equal respect and courtesy.
• Ensure the front desk area remains a highly confidential space, with only authorized personnel covering it during absences (e.g., lunch breaks, requiring notification to the Head of Admin).