Welcome Centre Junior Officer

Division: Admissions Office
Position: Welcome Centre Junior Officer
Reports to: Director of Enrolment Management
Working Hours: Monday to Friday, 7:45 AM to 4:45 PM (occasional after-hours coverage)
HOW TO APPLY:
Interested candidates are invited to submit their applications through the school recruitment portal at: [protected info]
Please note that only applications submitted via this portal will be considered.
DUTIES AND RESPOSIBILITIES
The position holder will serve as the welcoming first point of contact for the School, delivering accurate and timely admissions and student records administration. This role bridges front-of-house service with back-office enrolment processes to ensure that families experience a smooth journey from inquiry to enrolment, and is an integral part of the broader enrolment management team.
Front Desk and Visitor Experience
• Welcome and assist students, parents, applicants, alumni, and guests; maintain a warm and professional presence.
• Operate the main incoming phone communications and reception inbox; screen and direct enquiries promptly; record messages accurately.
• Keep the reception area, noticeboards, and meeting rooms presentable; coordinate refreshments and ensure rooms are ready for tours, meetings, and interviews.
• Manage incoming and outgoing mail, couriers, and deliveries; maintain office supplies for reception and admissions.
• Coordinate DHL and Postal dispatch as required.
Admissions Administration
• Monitor and maintain sections of the application and enrolment checklist records; check for duplicates; ensure document completeness and naming conventions.
• Assist in scheduling and supporting assessments, including test account setup, payment confirmation for testing, and coordinating proctors where assigned.
• Assist with logistics and coordinate with MarCom and/or Advancement for tour collateral, Open Houses, Discovery Mornings, Orientation days, and photo permissions. Support divisions, including Elementary, Secondary, IT, Operations, the Health Office, and the Business Office, in completing onboarding steps.
• Support orientation logistics and preparation, as well as the re-enrolment process.
• Coordinate withdrawal cycles, including document requests, records transfer, and checklist clearances.
Records and Compliance
• Manage and coordinate Vietnamese student health insurance registration, as applicable, and under supervision.
• Maintain confidentiality and adhere to data protection standards at all times.
Communication and Community Support
• Provide accurate and consistent information about admissions timelines, requirements, and School life in English and Vietnamese through phone calls, emails, and face-to-face communication
• Assist in preparing visitor gifts and welcome bags.
• Model culturally aware, inclusive service aligned with the school's values.
Finance and Purchasing Support
• Raise and track internal requisition forms (PRs); liaise with Procurement and Business Office for quotations and invoice settlement.
• Log assessment fees and other related admissions payments in accordance with School procedures.
Other Duties
• Support the setup and maintenance of rotating art displays and community information areas.
• Provide cross-cover for reception and admissions during staff leave and school holidays, as scheduled.
• Perform other duties assigned by supervisors or directors that support these roles.