Office Manager

WORKPLACE
Hung Thang Urban & Service Area, Bai Chay Ward, Quang Ninh Province
WORKING TIME
From Monday to Friday (8am - 5pm) and 2 Saturday mornings/month (9am-12pm)
JOB DESCRIPTION
1. Student Recruitment and Enrolment Management
• Responsible for student recruitment and enrolment.
• Ensure full compliance with company policies and procedures.
• Develop and implement strategic recruitment plans aligned with corporate goals, while delivering a high-quality customer experience with a strong service and sales mindset.
• Manage all enrolment enquiries in a courteous, accurate and timely manner, converting enquiries into enrolments.
• Build strong relationships with parents to support retention and referrals.
• Actively promote International and Integrated programmes to new and existing customers.
• Manage end-to-end enrolment processes, ensure completeness and validity of documentation.
• Maintain accurate, up-to-date records with regular reporting.
• Identify customer needs, maintain high satisfaction levels supported by a solid understanding of the company's programmes, services and processes.
2. Daily Operations
• Oversee daily school office operations to ensure efficiency, professionalism, and a welcoming environment.
• Supervise outsourced services (e.g., catering, security, cleaning, transport) and monitor overall cleanliness and facility conditions.
• Lead administrative and support staff through task allocation and performance guidance.
• Train, mentor and supervise administrative team to ensure effective performance.
• Support the organisation of school events, meetings and activities.
• Provide administrative support to Principal, including handling correspondence, reports, meeting minutes and in communication between school and parents.
• Coordinate parent meetings, school visits and consultations and be the key point of contact for parents, students and external stakeholders.
• Manage school facilities, assets and resource allocation.
• Liaise with Operations on matters beyond school-level authority.
• Maintain an accurate, up-to-date inventory control system covering all assets (e.g., equipment, furniture, IT, uniforms, and books), with monthly submissions to accounting.
• Ensure all expenditures comply with approval processes and stay within budget.
• Oversee invoicing and collection of school fees and other fees, ensuring accuracy, timeliness, and proper banking.
• Follow up on outstanding payments, notify collection issues to Operations and Finance.
• Maintain accurate financial records, submit reports to accounting.
• Process refunds in line with company policies.
• Support the setup of new schools in line with Operations plans, including enrolment consultation, marketing events, initial recruitment, staff training and vendor coordination to ensure smooth operations.