Office Coordinator – Front Office

4 dni temu

Warszawa, Mazovia, Polska Sapiens International Innovative Community School Pełny etat

We are looking for a person who is 
proactive, communicative, and naturally client-oriented

— someone who enjoys being the 
face of the school

, builds trust through clear and warm communication, and keeps processes organized with precision and ownership. You are the person who ensures that every parent, guest, or partner feels 
professionally supported from the very first interaction to the final agreement.


Role Purpose:

The first point of contact for parents, partners, and guests. Ensures smooth and professional client care throughout all stages of interaction — from the initial inquiry to contract signing. Maintains clear, warm, and efficient communication while ensuring the school's office is well-organized, well-supplied, and aligned with the school's image and values.

Key Responsibilities
Client Service & Communication

·       Welcome and assist parents and guests.

·       Provide information about the school, its programmes, and enrolment stages.

·       Handle inquiries via phone, email, messengers, and in person.

·       Maintain and update the client database.

·       Manage and track payments for enrolled students.

·       Publish announcements and inform parents about all school events in the School Today CRM system.

·       Ensure all events, data, and information are accurately entered into the School Today system.

·       Coordinate communication and cooperation with partner schools under licensing agreements.

Sales & Contracts

·       Make cold calls to leads from advertising.

·       Present and sell school programmes.

·       Support the process of preparing, signing, and archiving educational contracts.

·       Monitor the timely collection of signed agreements and annexes.

Documentation & Correspondence Management

·       Manage incoming and outgoing correspondence (physical and electronic).

·       Register and archive official letters, agreements, and internal documents.

·       Prepare and send outgoing letters, ensuring proper registration and signature collection.

·       Maintain documentation turnover related to the school's daily operations.

·       Support the Prezes Zarządu and COO in document circulation, filing, and record keeping.

·       Handle official communication with external partners, institutions, and service providers.

·       Ensure proper formatting, tone, and correctness of official letters and messages.

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