Job Description

Overview

Job title: Reception

Report hierarchically to:

Report functionally to:

Location:

Job summary

Ensures the first welcome of students, teachers, visiting professors and guests in order to develop the welcoming and professional spirit of our Academy which aims to create a student-centered environment within our Campus. The job consists in organizing and warranting a high standard management of reception in the School.

The Reception will manage and sort incoming phone calls, welcome guests and perform daily administration tasks.

Key purpose of the role

Welcome - Assures a welcome service to students, teachers, visiting professors and guests giving the pass and the general information about the Campus and all services and Units. Executes the distribution of the student badge.

Communication – Executes the management of switchboard distributing the calls to Units request and identifies the correct subject to forward the call or request. Executes the management of the mailbox of ‘reception’. Executes the lost and found.

Service Guide - Supports the annual update of the guide, coordinates the collection of updates, requires and verifies the translation and layout of the texts.

Agreements with Stores and Services – Renews existing agreements with stores and various services and is responsible for the registration of new ones. Updates the digital archive of agreements and communicates new agreements to students and staff.

Other Activities - Supports other academic offices in managing the daily activities in ordinary administration.

In detail:

• To ensure the opening and closing of the school, maintaining security by following procedures; monitoring logbook; regularly monitor the coming in and coming out of the School
• To welcome visitors, providing them with necessary information/orientation
• To manage students, teachers and visitors’ attendance
• To manage switchboard with incoming phone calls, take notes and forward messages to the relevant offices
• To provide general support for: shipments, typing documents, internal translations
• To manage the storeroom; organize stationery orders and liaise with suppliers to meet business requests
• To be students support (if needed, provide them with general information and support)
• To manage mail and shipment process for national and international couriers
• To organize national and international business trips for staff (flights, hotels, taxis etc.) and Diary management for Directors and managers when required
• To provide support to the Facilities Operator to set up rooms for meetings and events
• To cover the library when required (opening and closing of the Library, managing software, lend books to students and address students’ queries)
• To ensure the opening and closing of the Training Centre, maintaining security by following procedures; monitor logbook; regularly monitor the coming in and coming out of the Training Centre
• To record incoming payments from students for paper and printing fees
• To verify, together with the admission department, that students paid the invoices
• To support the Admission department to make sure the correct tuition fee collection for credit card payment and give support to student service when is requested in the same activities
• To prepare the match between invoice and cost approval or any other authorization document
• To send to the external chartered accountant all the invoices, after having properly verified that these have been properly approved
• To keep archive of Company’s contracts
• To liaise with the chartered accountant in the administration work, this including the work necessary for the completion of the Monthly Closures
• To support the Headquarters in analytical analysis
• To keep administrative relationships with Bank
• To make sure and control that employees follow the Company processes in terms of cost “authorization forms”, in particular with reference to travel expense notes
• To manage Cash handling, payments, travel cost control
• Communication with all company vendors to ensure office daily running
• To support office facilities maintenance and cleaning management
• To make sure the proper management of the books, magazines and other resources
• To support tutors working permit renew & application, visa application
• To perform intern recruitment advertisements online publish and resume collection, and arrange interviews

Description of activities falling under the responsibility of the role-Level of autonomy-Impact Level %

• Welcome -Assure-45%

• Communication -Execute-25%

• Service Guide -Support-10%

• Agreements with stores and services -Execute-5%

• Other Activities -Support-15%