Front Office Coordinator

Position Overview

The Front Office Coordinator serves as the welcoming face of the school, greeting and assisting visitors, managing communications, and ensuring smooth front office operations. This role supports the Director of Operations and provides administrative assistance to the Head of School as needed.

Qualifications

• 2–3 years of clerical or administrative experience


• Strong communication and interpersonal skills with students, parents, faculty, and staff


• Positive, professional attitude and ability to work collaboratively


• Proficient in Microsoft Office (Outlook, Word, Excel, Teams) and Google Suite


• Preferred familiarity with Canva, Raptor, Veracross, and Toddle


• Excellent written and verbal communication skills

Preferred Skills and Experience

• Experience working in an educational environment


• Bachelor’s degree preferred

General Responsibilities

• Welcome and direct visitors in person and/or via intercom at the gate, answer and route phone calls and inquiries to the Director of Admission


• Manage visitor check in/out, visitor badges and batch printing using the Raptor System


• Direct visitors and provide accurate information by maintaining up-to-date department directories, finding reliable answers to parent and staff questions and gathering requested materials as needed


• Provide administrative support for the Head of School and Operations Team as required


• Maintain accurate parent communication information


• Maintain a professional and collaborative relationship with the security team, demonstrating a clear understanding of all emergency policies and procedures


• Maintain safe, professional and organized reception area


• Support school compliance with state licensing and local inspections in partnership with the Director of Operations


• Maintain a strictly professional relationship and attitude when communicating with families and parents


• Maintain effective communication and continuity among teams by documenting actions, reporting irregularities, and sharing ongoing needs


• Maintain accurate student attendance records by ensuring all students are signed in and out after the start of the day, issuing late slips, verifying authorized pickups, and recording attendance in Toddle


• Maintain an accurate school calendar on Microsoft Outlook and Google Calendar, including event times and locations, in partnership with the Director of Communications & Marketing


• Maintain an inventory of IST House t-shirts and record sales


• Prepare and distribute school snacks daily


• Assist with coordination of school events, field trips, after-school programs and summer camps


• Liaise with the Nurse to maintain student emergency contact information


• Support light bookkeeping in coordination with the Chief Financial Officer


• Collaborate with the Director of Communications for front office updates and event support


• Provide assistance to the Admission, Advancement, Marketing, and Communications as needed

Training and Compliance

• Maintain a current Food Handler’s License (every 2 years)

• Hold valid CPR and First Aid Certifications

• Complete required annual training in HR, safety, bloodborne pathogens and child abuse prevention

School Hours: 7:30 a.m. to 4:00 p.m. Monday-Friday (30-minute lunch break)

Job Type: Full-time, year-round (Admin holiday and summer schedules apply)