Front Desk Office Assistant

1. Front Desk & Reception 

• Welcome students, staff, faculty, visitors, and suppliers professionally.
• Answer and route phone calls, emails, and in-person inquiries.
• Provide general information and direct people to theappropriate departmentor staff member.
• Manage visitor sign-in, badges, access cards, keys, mail, courier deliveries, and front desk records.
• Maintain an organized, professional, and welcoming reception area.

2. Student, Faculty & Staff Support 

• Provide first-line support and guidance to students, faculty, and staff.
• Liaise with Admissions, Academic Services, Student Services, Registry, IT, Operations, and other departments.
• Support faculty with classroom-related needs, materials, and basic administrative requests.
• Handle sensitive or internal matters with discretion.

3. Administration & Campus Operations 

• Support general administrative tasks, including printing, scanning, filing, data entry, trackers, and reports.
• Report and follow up on facilities, classroom, maintenance, cleaning, and building-related issues.
• Escalate incidents, risks, or urgent operational matters to theappropriate manager.
• Support inventory tracking for office supplies, pantry items, classroom materials, and front desk resources.

4. Supplier, Purchasing & Invoice Support 

• Support coordination with suppliers, couriers, catering, transport, maintenance, cleaning, and other service providers.
• Assistwith purchasing office, pantry, classroom, and campus supplies in line with approved processes.
• Track deliveries, review invoices, and ensureaccuratedocumentation.
• Escalate supplier issues, delays, errors, or cost concerns when needed.

5. Events, Visits & Logistics Support 

• Support campus events, orientations, open days, executive visits, student activities, academic events, and graduationlogistics.
• Assistwith room setup, guest reception, catering, transport, signage, and post-event follow-up.
• Work with internal teams to ensure events and visits run smoothly.

6. Admissions & Prospective Student Support 

• Provide initial information to prospective students and visitors whenrequired.
• Direct prospective students to the Admissions team.
• Support campus tours and make initial calls to leads when requested.

Preferred Qualifications & Experience 

• Bachelor’s degree preferred.
• Previousexperience in reception, front office, administration, hospitality, campus services, or customer-facing operations.
• Experience in an international, educational, or multicultural environment.
• Experience supporting events, suppliers, purchasing, invoices, orfacilitiescoordination.
• Familiarity with access control systems, ticketing systems, CRM tools, or student information systems is an advantage.
• Additionallanguages are a plus.

Key Competencies 

• Professional communication
• Student and customer service
• Attention to detail
• Stakeholder management
• Problem-solving and escalation
• Teamwork and collaboration
• Discretion and confidentiality
• Adaptability and multitasking
• Operational follow-through

Required / Essential Skills 

• Excellent written and verbal communication skills in English and Spanish.
• Strong customer service orientation and professional presence.
• High attention to detail and accuracy.
• Strong organizational and multitasking skills.
• Ability to follow procedures, SOPs, and escalation protocols.
• Discretion when handling sensitive information.
• Proactive, reliable, and solution-oriented approach.
• Good working knowledge of Microsoft Office, especially Outlook, Word, Excel, and PowerPoint.
• Ability to work collaboratively with students, staff, faculty, suppliers, and management.
• Reliability, punctuality, and consistency in day-to-day execution.