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