Front Office Executive

Position Title: Admin Coordinator / Administrative Officer
Reporting To: Centre Director / Clinical Manager
Location: Enfance Centre for Child Development, Saibaba Colony, Coimbatore

Role Purpose

The Admin Coordinator ensures smooth and efficient administrative operations at Enfance Centre, supporting therapists, parents, and children. This role combines front-desk management, scheduling, data management, billing, and communication tasks, helping the therapy team deliver high-quality services.

Key Responsibilities

• Front-Desk & Reception
• Greet parents, children, and visitors warmly and professionally.
• Answer phone calls, respond to enquiries, and provide basic information about the centre’s services.
• Manage check-ins, appointment arrivals, and waiting area organization.
• Maintain a child-friendly, welcoming and organized reception area.
• Scheduling & Coordination
• Schedule therapy sessions (speech, OT, behavioral, etc.) in coordination with therapists.
• Track therapy attendance and follow up on missed sessions.
• Coordinate with therapists for room allocation and therapy space usage.
• Manage therapist calendars, meetings, and administrative tasks.
• Data Management & Records
• Maintain accurate and up-to-date records of clients (children), parents, assessments, and progress reports.
• Maintain both physical and electronic files (patient records, billing info, therapy reports).
• Enter and update client data in the centre’s management system.
• Prepare and generate basic reports for therapists and management (attendance, billing, referral statistics).
• Billing & Financial Administration
• Issue invoices/receipts for therapy sessions.
• Follow up on payments from parents; maintain a record of outstanding balances.
• Coordinate with the finance team (or external accountant) on billing and bookkeeping.
• Manage petty cash and office-related expenditures.
• Communication & Parent Liaison
• Communicate with parents via phone, WhatsApp, email to confirm appointments, send reminders, or share reports.
• Provide follow-up information to parents (e.g., after assessments or therapy sessions).
• Handle parent feedback, queries, and requests; escalate issues to the clinical manager when needed.
• Assist in organizing parent-education workshops or meetings by coordinating dates, inviting parents, and managing logistics.
• Office Management
• Order and manage office supplies, therapy materials, and stationery.
• Maintain office equipment (printer, computers, stationery) — coordinate repairs if needed.
• Ensure the therapy centre is clean, organized, and child-safe (especially reception and waiting areas).
• Assist in administrative logistics for centre events (workshops, training, awareness programs).
• Support to Therapists
• Assist therapists with administrative tasks like scanning, copying, and distributing assessment reports.
• Help in coordinating referrals and intake process for new clients.
• Support client intake: prepare intake forms, guide parents to fill them, and schedule first assessments.
• Maintain and manage inventory of therapy materials, testing kits, and assessment tools.
• Compliance & Confidentiality
• Ensure all client data is handled with strict confidentiality.
• Follow data protection policies and maintain secure filing systems.
• Assist in audit and compliance tasks (therapy documentation, client consent forms, etc.).
• Support centre policies and procedures related to child safety and privacy.

Skills & Qualities Required

• Excellent communication skills (English + Tamil) — with parents, therapists, and other staff.
• Strong organizational and multitasking ability.
• Empathetic, patient, and child-friendly demeanor.
• Basic computer skills: MS Office (Word, Excel), Gmail/Email, Google Sheets.
• Good record-keeping and data entry skills.
• Ability to handle confidential information professionally.
• Problem-solving mindset and ability to work independently.
• Experience in an office or administrative role; experience in a therapy / healthcare / child-development centre is a plus.

Qualifications

• Minimum: High school / diploma (preferably graduate).
• Previous administrative experience (2+ years preferred, especially in healthcare / therapy settings).
• Knowledge of child development centres or therapy workflows is a bonus.

Work Hours & Conditions

• Full-time: Monday to Saturday, roughly 9.30 AM – 6:30 PM (or centre timing)
• Office-based role; occasional help required during parent workshops or intensity weeks.

Job Type: Full-time

Pay: ₹15,000.00 - ₹20,000.00 per month

Work Location: In person