Receptionist / Administrative Assistant

Reception & Administrative Support

• Greet and welcome families, children, and visitors in a friendly and professional manner

• Answer and direct phone calls, providing accurate information and excellent customer service

• Manage incoming and outgoing mail, deliveries, and packages

• Maintain a clean and organized reception area and common spaces

  
  

Family Engagement & Enrollment

• Respond promptly to phone and email inquiries from potential and current families

• Manage incoming leads and follow up with families interested in enrollment

• Schedule and conduct facility tours, answering questions about programs and enrollment

• Address parent concerns and feedback, escalating issues to the Center Director as needed

• Send payment reminders and make outbound calls for overdue invoices with appropriate sensitivity

• Maintain a centralized event calendar and help coordinate activities for children and families

Inventory & Supply Management

• Maintain accurate records of kitchen supplies, daycare essentials, cleaning supplies, and other purchased items

• Place grocery and snack orders to ensure the center is well-stocked

• Monitor and maintain fridge inventory, checking for expiration dates and proper storage

• Track inventory levels and anticipate needs to prevent shortages

• Conduct regular inventory audits to identify discrepancies

• Document deliveries, usage, damages, or losses using established templates

• Generate weekly inventory reports, highlighting trends or areas needing attention

• Maintain clean and organized storage areas, refrigerators, and pantry spaces

Operational Oversight

• Check and maintain daily logs (attendance, incident reports, etc.)

• Ensure completion of daily cleaning checklists by PM staff

• Execute end-of-week checklists to ensure all tasks are completed

• Manage break schedules for staff

• Assist with new staff orientation and onboarding

• Prepare for staff meetings, including placing food orders and ordering supplies

Records Management

• Update employee files to ensure compliance with licensing and regulatory requirements

• Assist with maintaining complete and accurate records for all enrolled children

Additional Responsibilities

• Provide classroom support when needed

• Participate in school events and professional development opportunities

• Work closely with the Executive Assistant to the Center Director on various projects

• Fulfill other duties as assigned