Front Office Executive

Job Title: Front Office Executive

Location:

Role Overview

The Front Office Executive is the first point of contact for KKALA and plays a critical role in managing front desk operations, coordinating with students, parents, and faculty, and supporting invoicing, batch monitoring, and administrative processes to ensure smooth day-to-day functioning.

Key Responsibilities

Front Office & Reception Management

• Maintain proper

  upkeep and organization of the reception area

  .
• Greet and assist

  clients, students, parents, and visitors

  professionally.
• Handle incoming calls, messages, walk-ins, and general queries efficiently.

Student, Parent & Faculty Coordination

• Act as a liaison between

  students, parents, and teachers

  .
• Coordinate schedules, batch updates, rescheduling, and communication.
• Address basic concerns and escalate issues when required.

Batch & Class Monitoring

• Monitor

  batch schedules and attendance

  .
• Maintain accurate records of sessions and batches.
• Coordinate substitutions or rescheduling in case of faculty or student absence.

Learning Management System (LMS) Coordination

• Handle basic

  LMS operations

  , including student onboarding, batch mapping, session updates, and attendance tracking.
• Ensure timely updates of class schedules, faculty assignments, and student progress on the LMS.
• Coordinate with faculty and management to resolve LMS-related issues or discrepancies.
• Maintain accuracy and consistency of data on the LMS for operational and reporting purposes.

Invoicing & Accounting Support

• Generate and track

  invoices, receipts, and payment records

  .
• Coordinate with finance for collections, reconciliations, and reporting.
• Maintain accuracy and timeliness in billing documentation.

Skill Tests & Assessments

• Assist in

  planning and coordinating skill tests

  and assessments.
• Communicate schedules and requirements to students, parents, and faculty.
• Support documentation and reporting related to assessments.

Administrative & Ad-hoc Responsibilities

• Handle

  ad-hoc tasks related to front office and operations

  , as assigned by management.
• Support documentation, reporting, and internal coordination.
• Ensure adherence to internal processes and operational discipline.

Salary Band

• 25,000 35,000 per month

  (Final compensation will depend on experience, skill set, and interview performance.)

Shift Timings

• Primary Shift:

  As per discussion

• Weekly Off:

  As per KKALA roster (1 day per week)
• Flexibility required during

  events, workshops, or peak operational days

  .

Key Performance Indicators (KPIs)

Operational Efficiency

• Timely handling of front desk queries and walk-ins
• Smooth coordination between students, parents, and faculty
• Accuracy and consistency in batch monitoring and records

Invoicing & Finance Support

• 100% timely generation of invoices

• Zero or minimal errors in billing and payment records
• Proper coordination with finance for closures and reconciliations

Communication & Coordination

• Clear and professional communication with parents and students
• Reduced escalations due to miscommunication or delays
• Effective coordination during skill tests and assessments

Added KPI for LMS

• Accuracy and timeliness of LMS updates

• Zero missed or incorrect batch/session entries
• Prompt resolution or escalation of LMS-related issues

Discipline & Reliability

• Punctuality and regular attendance
• Proactive ownership of responsibilities
• Responsiveness and accountability in daily tasks

Skills & Requirements

• Strong communication and interpersonal skills
• Good organizational and multitasking ability
• Working knowledge of

  Excel / Google Sheets

• Basic understanding of invoicing and record-keeping
• Prior experience in front office / admin roles preferred

  Role & responsibility