Front Desk & Administrative Executive

Wellington College International Pune (WCIP), partners with the Unison Group and Wellington College UK to deliver world-class education. It benefits from strong collaboration across the global Wellington network, including schools in China and Thailand.

The front desk/administrative executive will be the first point of contact for our guests. Additionally, this position provides a broad range of administrative and database support for the Head of Administrative Services and other teams.

Front Desk

• Greet and welcome guests/visitors when they arrive at the office.
• First point contact for all the guests and visitors. Direct visitors to the appropriate person and office.
• Answer, screen and forward incoming phone calls. Provide basic and accurate information in-person and via phone/email.
• Ensure cleanliness and tidiness at the reception, V&A Café, meetings rooms and the Admissions Area is tidy and presentable.
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook)
• Coordinate with Admissions team for Parent’s visit to school.

Travel Desk

• Arrange internal and external transportations and hotel bookings for school events, activities, trips, guests, etc.
• · Aiding with any travel-related questions or concerns.· Managing relationships with travel agencies, airlines, hotels, and other service providers.· Negotiating contracts and discounts to ensure cost-effective travel solutions.
• Expat Management

· Identify, negotiate and finalize suitable housing options for expat staff.
· Coordinate with landlords, brokers and vendors for lease agreements, maintenance and utilities.· Arrange furnishings, household essentials, and initial setup as per school policy.· Provide orientation on local amenities, transport, shopping and essential services.· Act as first point of contact for addressing initial settlement queries and concerns.· Maintain records for lease agreements, maintenance and terminations.

Events Management
· Manage all logistical arrangements for events in the school· Supervise vendors and service providers to ensure timely and quality delivery.· Prepare and monitor budgets for events.· Negotiate with vendors for cost-effective and quality services.· Maintain event records

Pupils Transport Management
· Plan and monitor daily bus routes, timings, and schedules to ensure punctuality and efficiency.· Coordinate pick-up and drop-off points in consultation with parents.· Supervise drivers, attendants, and transport staff· Ensure all vehicles comply with state RTO regulations, safety norms, and insurance requirements.· Conduct regular safety checks, audits and emergency drills.· Maintain records of licenses, permits, compliance records, contracts and agreements.· Maintain updated transport records· Handle transport related queries and communication with parents· Track and report transport expenses, budget, and cost optimization.· Respond promptly to emergencies, delays, or breakdowns.Ensure backup arrangements are in place.

Facility Operations
· Maintain and update student and staff daily attendance records to all concerned.· Monitor Indoor plants care and maintenance.· Monitor medical staff attendance and communication to all concerned regarding medical services.· Ad-hoc responsibilities to run the operations of school smoothly as given by line manager.

Essential Experience / Qualifications Required:

• Any Graduate
• 3+ years of experience in a similar role. Working with an educational institute would be advantageous.
• Experience in answering and screening calls, as well as scheduling appointments.
• Excellent interpersonal and communication skills.
• Exceptional ability to create a welcoming environment.
• Ability to observe business etiquette and maintain a professional appearance.

Skills and Personal Qualities

• Excellent communications skills, organising skills, problem solving skills, analytical skills and negotiation skills Excellent knowledge of MS office

Job Types: Full-time, Permanent

Pay: ₹600,000.00 - ₹800,000.00 per year

Ability to commute/relocate:

• Pune, Maharashtra: Reliably commute or planning to relocate before starting work (Preferred)

Language:

• English (Preferred)

Work Location: In person