Receptionist / Administrative Assistant

About the role

The Receptionist/Administrative Assistant plays a vital role in ensuring the smooth functioning of our childcare center. This position combines front-desk responsibilities, inventory management, operational support, and active engagement with families to create a positive and welcoming environment for children and parents alike.

Key Responsibilities and Duties

• 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

Requirements

• Strong organizational and time management skills

• Excellent written and verbal communication skills

• High attention to detail and ability to follow instructions accurately

• Proficiency in Google Workspace

• Must be able to use Microsoft Excel and other Office software

• Experience in childcare or customer service preferred

• Ability to work independently and as part of a team

• Flexibility to adapt to changing priorities

• Passion for early childhood education and creating a nurturing environment

About the Company

Learning As We Grow Child Care and Preschool is a family child care center in which children are provided a rich academic environment to thrive and a strong foundation is set as children learn through play. We welcome you and your family! Here is a place where all children thrive. Learning As We Grow is a safe place, where children take small steps to giant leaps.