Administrative Assistant / School Office manager (m/f)

Puno radno Obrazovanje

Opis posla

Private school Bloom is looking for a new team member at the position:
Administrative Assistant/School Office manager

Location: Sarajevo, Bosnia & Herzegovina
Job purpose:
Duties and responsibilities include providing administrative support to ensure efficient operation of the school office.
Supports the Director and office staff through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the school’s concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected.
Office management
Administrative Assistant/School Office manager is acting as a first point of contact:
  • Dealing with correspondence and phone calls
  • Managing diaries and organising meetings and appointments, often controlling access to the Director/Academic Director
  • Booking and arranging travel, transport and accommodation for the office staff and students
  • Reminding the Director of important tasks and deadlines
  • Contributing to reports, presentations
  • Managing databases and develop and maintain a filing system (computer and hand)
  • Implementing and maintaining procedures/administrative systems
  • Liaising with staff, suppliers and clients
  • Answer and direct phone calls; Reply to email, telephone or face to face enquiries
  • Maintain class lists/contact lists per group with email addresses of our families updated
  • Produce and distribute correspondence memos, letters, faxes and forms
  • Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
  • Handle sensitive information in a confidential manner
  • Coordinate office procedures
  • Resolve administrative problems
  • Organize medical examinations for all workers
  • Other tasks requested by Director

  • Lead initial visits of the school by parents
  • Contribute to preparing the admissions and enrolment documentation for the following academic year
  • Send Enrolment pack and follow up on enrolment, gather all documentation from parents, making sure the enrolment pack is complete
  • Responsible for the Montessori Apparatus workshop organisation
  • Responsible for ensuring smooth communication with MCI, and making sure our obligations as a school part of the network are met

Coordinate kitchen and maintenance staff
  • Organise schedule, follow sick leave and other absences, assist in yearly assessment, etc. for Cleaning team, Maintenance team and Kitchen team

Support to Finance Officer
  • Procurement and logistics (kitchen, office and other school supplies). Supply Management
  • Inventory Control
  • Invoicing and simple accounting (eg stamping and printing bills)
  • Ensure operation of equipment by completing preventive maintenance requirements (supervise maintenance staff in this sense); calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

  • High school diploma or equivalent; college degree preferred
  • Fluent in English and Bosnian languages
  • A knowledge of standard software packages and the ability to learn company-specific software if required (namely, office management systems and procedures; Transparent classroom, website management software)
  • Proven administrative or assistant experience

Personal skills
  • Excellent time management skills and ability to multitask and prioritize work
  • Excellent written and verbal communication skills
  • Attention to detail, accuracy and problem solving skills
  • Strong organizational and planning skills
  • Reporting and Analytical skills
  • Experience setting up Office Administration Procedures
  • Strong teamwork ability
  • Discretion, trustworthiness and judgement: you will often be party of confidential information
  • Patience, tact and diplomacy.
  • Flexibility and adaptability
  • The ability to be proactive and take the initiative

Broj pozicija