Lead Receptionist & Admin Coordinator; Mandarin speaker

The receptionist is the first point of connection for families, students, staff, and visitors and plays a central role in shaping the daily experience of Hiba Academy. The way this role shows up each day should reflect the warmth, professionalism, and high standards of the school, ensuring every interaction is welcoming, efficient, and aligned with our ethos.

This role is both relational and operational. It includes managing front-of-house communication with clarity and care, while also maintaining accurate and up-to-date student and school records across key systems. The Receptionist is responsible for ensuring information is handled with precision and confidentiality, supporting the smooth running of the school and the experience of our families.

Key features of the role include strong ownership, attention to detail, sound judgment, and the ability to manage multiple priorities in a fast-paced, start-up environment.

Due to the bilingual nature of our school and school community, applicants must be proficient in spoken Mandarin.

The responsibilities below reflect the core priorities of the role, with front of house experience and student information systems forming the central focus.

• Manage all front desk inquiries, ensuring communication is timely, professional, and welcoming
• Provide a high standard of front-of-house service to families, students, staff, and visitors, including translation as needed, and generation of records within the data management system
• Ensure every interaction reflects the values and ethos of Hiba Academy
• Answer telephone calls, record messages and ensure appropriate follow-through
• Maintain a front desk environment that is organized, calm, and professional at all times
• Collaborate with security personnel to enforce visitor management protocols Student Information and Systems
• Maintain accurate and up-to-date student records across school systems, including admissions, enrollment, and attendance
• Manage daily attendance tracking and ensure records are complete and accurate
• Ensure student information is collected and maintained in line with school expectations and California licensing requirements
• Maintain emergency contact details and authorized pick-up information
• Generate and update records within the school's data management systems
• Ensure accuracy and consistency of data across all school systems
• Handle all student and family information with a high level of confidentiality and care

• Support administrative processes including paperwork, filing and data entry, ensuring accuracy and organization
• Manage incoming and outgoing mail and packages
• Order and maintain office supplies
• Prepare and submit purchase orders
• Manage staff communication lists and support internal communications, including staff absence notifications
• Provide administrative and executive support to the Senior Leadership Team and other staff as needed/assigned including but not limited to calendar management, travel booking, and processing business expenses.

• Support the coordination of admissions events, open houses, and school meetings
• Welcome and engage prospective families, ensuring a strong and positive first impression of the school
• Assist with parent workshops and community events General Responsibilities
• Demonstrate flexibility, cooperation, and a willingness to support across all areas of school operations
• Contribute to a positive, collaborative, and professional working environment
• Undertake additional duties as required by the school leadership team

• Demonstrate flexibility, cooperation, and a willingness to support across all areas of school operations
• Contribute to a positive, collaborative, and professional working environment
• Undertake additional duties as required by the school leadership team