School Office Manager (Ha Long)

A. Working Location: Singapore International School at Hung Thang, Ha Long, Quang Ninh.
B. Main responsibilities:
1. Managing Enrolment Process and Students’ Record
- Overall supervise enrolment process in accordance with company standard
- Get updated and keep Enrolment Officer updated of factsheets, enrolment forms for all levels and program applying at school.
- Supervise and ensure Students’ profile contain all necessary supporting documents.
2. Assisting Principal
- Assist Principal in daily operational areas such as fortnight report, class list and all school activities.
- Assist principal in meetings with parents
- Follow up tasks relating HR issues, Project issues, Purchasing issue assigned by Principal
- Deal with Parent enquiries in the areas as assigned by Principal
- Contribute and assist in organizing the school events
- Assist in supervising the teaching staff ensuring all responsibilities are carried out accordingly; with the development, progress, well-being and safety of the children being top priorities
- Assist the Principal and Management as required on enrolment-related inquiries.
- Support Principal in preparing and finalizing proposal of CAPEX and OPEX budget, profit and lost of After School Activities, excursions and their related payment procedure
3. Managing Office and support staff
• Managing Administrators and supporting staff (Maintenance Man / Janitors/ School Nurse)
- Manage Administrators and supporting staff’s job scope and job allocation
- Supervise Admins and supporting staff’s quality of work and performance
- Provide initial approval for Admin and supporting staff’s all leave plan to ensure it does not affect the overall operation of the School and Office
- Conduct necessary training to new staff and on-going training for Admin team for professional development
- Provide sound feedback / consultation to Principal for each Admin and supporting staff for annual appraisal / performance review
• Overseeing the Administration work
- Receive parents’ visits to school in a friendly, courteous and pleasant manner. Provide enrolment information to parents
- Double-check translation of school letter/ newsletter sending home to parents
- Oversee the update of students details/ record
- Supervise the school bus, bus rental and meal arrangement for students
- Control request for stationeries and book pack for students
- supervise performance of stationery providers
- Manage all stocks and place orders if required
- Implement all the transfer letter, discount letter, refund form…if any according to the Company’s policies
- Maintain and ensure collection of school fees is up-to-date
- Assist with School promotion/ marketing function directed by Management.
- Receive and reduce parents’ complaints.
• Managing Maintenance Man/ Janitors/ School Nurse work
- Assisting Principal in supervising school tidiness and cleanliness to ensure the overall cleanliness and tidiness of both indoor and outdoor activity areas and all equipment
- Supervise stock of janitors and maintenance resources
- Oversee nurse resources
- Double check the completion of requests in Maintenance book
- Oversee Janitor, Maintenance Man, and Driver for the purpose of scheduling work assignments and providing instructions or assistance in performing their various functions
• Managing outsourcing services
- Oversee security guard performance to make sure they are following school regulations
- Double-check Security Record Book
- Oversee outside workers/technicians for maintenance, repair works, renovation of the school
- Supervise the service by the caterer, provide feedback on menu, quantity and quality of food
- Supervise the quality and performances of service vendor: landscaping, garbage collecting or any other services in school.
4. Assisting Principal in maintaining the state of the school
- Being in charge of school master key box
- Keep records of school facilities
- Assist Principal in communicating with maintenance and janitors of the assigned tasks to make sure the school facilities in good condition
- Assist Principal in supervising the service of air conditioner, insect controlling, toilet spray, gardening, water supply
- Implement the Purchase Requisition whenever school equipment, furniture, facilities… need replacing new or fixing up
- Follow up with new orders
- Control and manage school facilities and resources
5. Keeping Inventory Control system
- Maintain record sales of School uniform
- Record a list of equipment, computers, and furniture in each room.
- Maintain a list of Asset in/ Out in the school
6. Supporting to HR
- Coordinate with HR in collecting and transferring all staff information if there is any new staff: staff’ profile, assess card,
- Follow up staffs’ questions related to HR on salary payment/ renewal contract/ documentation as assigned by Principal
- Collect required document for new staff as Banking Account number, CV, photos, etc and send them to HR
- Send request of recruitment for janitor/maintenance/nurse/ bus monitor/ administrators
- Prepare gift request for staff (sickness, baby birth, marriage, condolence)
7. Controlling budget & Reporting to Accounting Department
- Prepare advance form, claim form and clear advance form for school budgets and CAPEX as well.
- Safeguard school’s funds.
- Manage school expenditures in accordance to Company policies
- Control school expenditures within budget allocations.
- Report to Accounting Department on school budget
- Manage the School’s Petty Cash Control System and keep all required records.
- Manage the budget of Excursion, ASP, school events……
- Responsible for all red invoices, update and follow up the log book in order to report to Accountant Department monthly.

- Healthcare Insurance - 14 days full paid leave a year - Child care benefit