Enrollment Coordinator

Fueling Brains Academy is seeking a detail-oriented and collaborative Enrollment Coordinator to support the complete admissions and registration process for our campuses across Canada. The Enrollment Coordinator will manage leads, communicate with families, and maintain accurate CRM data while ensuring a seamless enrollment experience.

This role requires strong organizational and communication skills to manage a high volume of inquiries, coordinate with the Enrollment Manager and campus teams, and support ongoing retention and re-enrollment efforts. The ideal candidate thrives in a fast-paced, team-driven environment and is passionate about delivering exceptional customer service and operational excellence.

Essential Duties and Responsibilities:

As an enrollment coordinator, you will:

1. Lead & Inquiry Management

• Serve as the first point of contact for prospective families via phone, email, and CRM.
• Enter and update all leads in CRM tool with complete and accurate details.
• Follow up with inquiries, schedule tours, and complete post-tour outreach to support conversions.
• Monitor shared inboxes (registration@, info@) daily and route inquiries to the appropriate campuses or departments.

2. Enrollment & Registration

• Process applications, offers, and re-enrollments in CRM tools in coordination with the Enrollment Manager.
• Support families with deposits, fee payments, and any required documentation.
• Manage start date changes, program adjustments, and transfers between campuses.
• Ensure all registration records and supporting documents are completed before the start date.

3. Retention & Reporting

• Track potential withdrawals or at-risk families and flag them to the Enrollment Manager for follow-up.
• Record all withdrawal and lost opportunity data in the CRM tool for reporting purposes and maintain up-to-date dashboards and provide weekly reports on inquiries, enrollments, and terminations.

4. Collaboration & Support

• Work closely with the Enrollment Manager to achieve monthly enrollment and occupancy targets.
• Partner virtually with Campus Directors to update enrollment statuses, open seats, and waitlists.
• Support Marketing initiatives by managing cold-calling lists and lead follow-ups generated from campaigns.
• Assist in pre-opening tasks for new campuses, including waitlist and inquiry management.

5. CRM Accuracy & Workflow Improvement

• Maintain 98% accuracy across CRM records, ensuring every family profile is complete.
• Identify data gaps or process bottlenecks and report them to the Enrollment Manager.
• Contribute to system documentation and training materials for admissions workflows.

6. Cold Calling & Lead Generation

• Complete daily outreach to potential families using CRM call lists.
• Record all call outcomes accurately and follow up with warm leads within the week.
• Align with Marketing and Admissions on lead generation priorities to fill available seats efficiently.

Skills and Qualifications

• Education
• • Diploma or degree in Business, Administration, or Early Childhood Education (preferred).

• Experience
• • 2–3 years of experience in admissions, enrollment, or customer service.
  • Proficient in CRM systems such as 1Core or Salesforce, and collaboration tools (Google Workspace, Zoom, WhatsApp).
  • Strong written and verbal communication skills in English.
  • Highly organized, self-motivated, and detail-oriented.
  • Comfortable working independently and meeting remote deadlines.

• Preferred Skills
• • Experience in education, enrollment management, or customer relationship roles.
  • Familiarity with virtual collaboration in cross-functional or remote teams.

Working environment:

• Full-time remote role based in Chennai, coordinating with the Calgary Support Office (MST time zone).
• Monday to Friday work schedule.
• Work Timings : 4.00 PM to 1.00 AM IST

Key Performance Indicators:

• Respond to all new inquiries within one business day.
• Maintain a minimum 50% Inquiry-to-tour conversion rate.
• Keep CRM data at or above 98% accuracy.
• Maintain 90% occupancy by supporting quick filling of open seats.
• Track and report all terminations within 48 hours and support reducing non-natural terminations below 5%.
• Complete 20+ connected cold calls daily with 10–20% conversion to scheduled tours.
• Send re-enrollment offers within three business days of the re-enrollment window opening and support achieving at least 85% re-enrollment.

We thank all applicants for their interest. Please note that only those applicants for further consideration will be contacted.

Fueling Brains Academy is an equal opportunity workplace, and we are committed to building and fostering an environment where our employees feel included, valued, and heard. We believe that a strong focus and commitment to diversity and inclusion enables us to truly make early childhood education an enabler for wide-reaching change. We strongly encourage applications from Indigenous peoples, racialized people, people with disabilities, people from gender and sexually diverse communities and/or people with intersectional identities.