Lead Receptionist & Admin Coordinator (Mandarin speaker)

OBJECTIVES 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. KEY RESPONSIBILITIES The responsibilities below reflect the core priorities of the role, with front of house experience and student information systems forming the central focus.Front of House and Family Experience Manage all front desk inquiries, ensuring communication is timely, professional, and welcomingProvide 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 systemEnsure every interaction reflects the values and ethos of Hiba AcademyAnswer telephone calls, record messages and ensure appropriate follow-throughMaintain a front desk environment that is organized, calm, and professional at all timesCollaborate with security personnel to enforce visitor management protocols Student Information and SystemsMaintain accurate and up-to-date student records across school systems, including admissions, enrollment, and attendanceManage daily attendance tracking and ensure records are complete and accurateEnsure student information is collected and maintained in line with school expectations and California licensing requirementsMaintain emergency contact details and authorized pick-up informationGenerate and update records within the school’s data management systemsEnsure accuracy and consistency of data across all school systemsHandle all student and family information with a high level of confidentiality and care School Operations Support Support administrative processes including paperwork, filing and data entry, ensuring accuracy and organizationManage incoming and outgoing mail and packagesOrder and maintain office suppliesPrepare and submit purchase ordersManage staff communication lists and support internal communications, including staff absence notificationsProvide 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. Admissions and Community Engagement Support Support the coordination of admissions events, open houses, and school meetingsWelcome and engage prospective families, ensuring a strong and positive first impression of the schoolAssist with parent workshops and community events General ResponsibilitiesDemonstrate flexibility, cooperation, and a willingness to support across all areas of school operationsContribute to a positive, collaborative, and professional working environmentUndertake additional duties as required by the school leadership team Please visit our Careers site for full job description, person specification and details of how to apply. https://bayarea.hibaacademy.org/en/careers We look forward to receiving your application!