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Full-time
bachelor degree
Posted 44d ago
~40 hrs/week
Responsibilities
The Administrative Officer manages customer relationships, financial records, and general center operations for the nursery. They support the principal in staff management, regulatory compliance, and ensuring smooth daily administrative functions.
Requirements
Candidates must hold a Bachelor's degree in Business Administration or Accounting with at least 3 years of experience in administration or accountancy. Experience within a school or nursery setting is highly desired.
Full job description
Company Description
HEI UAE is an exclusive partnership with HEI Schools (Helsinki International Schools) which brings Finland’s globally acclaimed, award-winning Early Childhood Education model to the UAE market. Research-based methodology provides a high-quality child-centred approach which focuses on the holistic development and well-being of children (social, emotional, physical, cognitive growth, and character). HEI curriculum encourages children to exercise the type of curiosity and creativity which keeps adults thriving and is brought to life through comprehensive teacher training by HEI mentors from Finland.
Job Description
The administrative officer is responsible for customer relationships in the nursery. She ensures that all administration-related documentation and files are updated and stored safely. She is responsible for invoicing and collecting fees in a timely manner as well as maintaining accurate financial records for audits. She oversees service requests and resource ordering and ensures that the invoices are processed on time. She supports the principal in her duties and in the absence of the principal will oversee the operations of the centre.
Centre Operations:
Develop and maintain positive working relationships with parents, staff, and service providers.
Meet and greet parents and handle their queries, concerns, and complaints.
Carry out tours of the Centre when needed.
Ensure all operation and compliance related documents are updated and recorded accurately.
Update Classroom Allocations regularly.
Maintain and update child records.
Create schedules where needed.
Oversee that all required maintenance/repair work is done in a timely manner.
Oversee centre operations in the absence of the principal.
Staff Management:
Manage daily related staff issues, requests and concerns and take appropriate actions.
Support the principal in the monthly payroll process.
Support staff onboarding and offboarding.
Ensure all staff-related documents are updated and stored safely and shared with relevant departments.
Maintain records on the expiry date on staff related documents and inform the relevant department one month prior to the expiry.
Communicate the attendance to finance and HR for the payroll.
Maintain confidentiality.
Financial Management:
Monitor Centre's expenses and implement cost-effective measures.
Collaborate with the finance team to ensure accurate and timely financial reporting when applicable.
Sign off deliveries – groceries, art/craft deliveries etc.
Prepare the invoices and send them to parents in a timely manner.
Monitor the fee payments and remind the parents of the payment.
Flag any discrepancies or delays in the payments to the principal and the finance team
Ensure all payments for the services and resources are made in a timely manner.
Regulatory Compliance:
Ensure compliance with licensing requirements, health and safety regulations, and educational standards.
Coordinate inspections, maintaining accurate records, and addressing compliance issues promptly.
Maintain records of the expiry date on licenses, contracts and approvals, and inform the relevant department one month prior to the expiry.
Parent and Community Engagement:
Foster strong relationships with parents, addressing their concerns, and maintaining regular communication.
Act as an advocate for the centre and demonstrate open and polite customer service.
Be friendly and welcoming to all external or internal visitors.
Maintain confidentiality.
Qualifications
Bachelor's in BA or Accounting
Additional Information
Experience Requirements:
Minimum: 3 years in an accountancy or administration position
Desired: 5+ years in accountancy or administration in a school or nursery setting
Skills and Abilities:
Knowledge of best practices in early childhood education, curriculum development, and pedagogy.
Strong leadership and organizational skills, with the ability to inspire and motivate teams.
Excellent communication and interpersonal skills to build relationships with stakeholders, parents, and community partners.
Understanding financial management principles and experience in budgeting and resource allocation.
Familiarity with licensing requirements, regulations, and compliance standards in early childhood education.
Department: Administration
Related keywords
Early Childhood EducationFinancial ReportingLicensing RequirementsHealth and Safety RegulationsPedagogyCustomer ServiceAudit PreparationClassroom AllocationPayrollCompliance Standards
With its corporate strategy focused on growth, sustainability and value creation, Ghobash Group extends a unique approach to nurturing and developing the most rewarding opportunities both intuitively and systematically. The Group seeks progressive partners and principals whose innovative products and services can deliver to the growing needs and aspirations of the public and private sectors. Today with a diverse team of 3,000+ professionals, extensive regional experience, strong financial backing, and unrivalled operational capabilities, Ghobash Group ventures confidently into the future, dedicated as always to pushing the boundaries for innovation and customer satisfaction.
With its corporate strategy focused on growth, sustainability and value creation, Ghobash Group extends a unique approach to nurturing and developing the most rewarding opportunities both intuitively and systematically. The Group seeks progressive partners and principals whose innovative products and services can deliver to the growing needs and aspirations of the public and private sectors. Today with a diverse team of 3,000+ professionals, extensive regional experience, strong financial backing, and unrivalled operational capabilities, Ghobash Group ventures confidently into the future, dedicated as always to pushing the boundaries for innovation and customer satisfaction.