Office Assistant

Company: Smart Skill Academy

Location: Triplicane, Chennai

Position: Office Assistant

Department: Administration & Operations

Employment Type: Full-Time

Experience: 0–2 years

Reporting To: Centre Manager / Admin Manager

About Smart Skill AcademySmart Skill Academy is a skill-development and training institution focused on practical, career-oriented education. The academy offers training programs in areas including technology, digital marketing, business, design, artificial intelligence and other professional skills, through online and classroom-based learning.

Job SummaryWe are looking for a responsible, organized and energetic Office Assistant to support the day-to-day administrative and operational activities of our Triplicane centre.

The person will be responsible for maintaining office records, supporting students and visitors, coordinating with trainers and management, handling basic computer work, maintaining documents, assisting with admissions-related activities and ensuring that the office functions smoothly.

The ideal candidate should have good communication skills, basic computer knowledge, a positive attitude and the ability to handle multiple tasks efficiently.

• Key Responsibilities1. Front Office & Reception SupportWelcome students, parents, visitors and guests professionally.
• Attend incoming phone calls and respond to basic enquiries.
• Direct visitors to the appropriate staff member or department.
• Maintain a professional and friendly reception area.
• Take messages and ensure that important calls or enquiries are communicated to the concerned person.
• Provide basic information about courses, batches, timings and centre activities when required.
• 2. Student SupportAssist students with routine administrative queries.
• Support student registration and admission documentation.
• Collect and verify basic student information and documents.
• Maintain student files and records in an organized manner.
• Coordinate with trainers regarding classroom schedules, attendance and student requirements.
• Help students with forms, certificates, receipts and other routine documentation.
• Follow up on pending documents or information from students.
• 3. Office AdministrationMaintain daily office records and registers.
• Handle photocopying, scanning, printing and filing.
• Maintain physical and digital documents systematically.
• Prepare basic letters, notices, reports and office communications.
• Keep track of stationery and office supplies.
• Inform management when stationery or other office requirements need replenishment.
• Maintain cleanliness and organization of the office and reception area.
• Assist in arranging classrooms, meetings, workshops and other centre activities.
• 4. Data Entry & Computer WorkEnter student and office information accurately into Excel, Google Sheets or internal systems.
• Update attendance, enquiry and admission records.
• Maintain basic databases and spreadsheets.
• Prepare simple daily and weekly reports.
• Use email for routine office communication.
• Upload, download, scan and organize documents when required.
• Maintain digital folders and ensure documents are properly named and stored.
• 5. Admissions & Enquiry CoordinationRecord enquiries received through phone, walk-in visits and other channels.
• Maintain enquiry follow-up records.
• Forward qualified enquiries to the counsellor or concerned team member.
• Assist the admissions team with documentation and coordination.
• Follow up on pending information or documents as instructed by the management.
• Maintain accurate records of walk-ins, enquiries and admissions.
• 6. Trainer & Classroom CoordinationCoordinate with trainers regarding class schedules and requirements.
• Ensure classrooms are ready before sessions.
• Check basic requirements such as seating, stationery, computer systems and other materials.
• Inform management about classroom or equipment issues.
• Assist in coordinating workshops, seminars, orientation programs and student events.
• Maintain basic attendance and session-related records.
• 7. Accounts & Cash-Related SupportAssist with basic receipt and payment documentation.
• Maintain records of documents submitted to the accounts team.
• Handle cash only when specifically authorized by management.
• Maintain proper documentation for any authorized collection or office expense.
• Coordinate with the accounts team regarding pending documentation or student payment records.
• 8. Office CommunicationCommunicate professionally with students, parents, trainers, vendors and visitors.
• Send routine WhatsApp/email communications as instructed.
• Share class-related information, reminders and announcements with students when required.
• Maintain confidentiality of student, employee and company information.
• Escalate complaints or sensitive matters to the appropriate manager rather than making independent commitments.
• 9. General Office SupportAssist management with day-to-day administrative requirements.
• Coordinate courier, stationery and basic vendor-related activities.
• Maintain records of incoming and outgoing documents.
• Assist with photocopying, printing, scanning and document dispatch.
• Support office events and promotional activities when required.
• Perform other reasonable administrative duties assigned by the reporting manager.

Daily ResponsibilitiesThe Office Assistant may typically be expected to:

• Open and prepare the office/centre for daily operations.
• Check messages, emails and pending administrative tasks.
• Attend calls and visitors.
• Update enquiry and student records.
• Check classroom readiness.
• Coordinate with trainers and students.
• Complete printing, scanning, filing and documentation work.
• Maintain attendance and administrative records.
• Follow up on assigned tasks.
• Prepare a brief end-of-day status update when required.
• Ensure the office is organized before closing.
• Required SkillsEssentialBasic computer knowledge.
• MS Word and MS Excel/Google Sheets knowledge.
• Basic email and internet skills.
• Good spoken and written communication.
• Good organizational skills.
• Ability to maintain records accurately.
• Ability to interact politely with students and parents.
• Ability to multitask.
• Punctual and dependable.
• Willingness to learn.
• DesirableExperience in an educational institution, training centre, school, college or coaching centre.
• Knowledge of student admission processes.
• Experience with CRM, ERP or student-management software.
• Basic knowledge of WhatsApp Business.
• Basic knowledge of Canva or other simple digital tools.
• Tamil and English communication skills.

QualificationMinimum: 12th Standard / Diploma / Any Degree.

Graduates with good communication and computer skills will be preferred.

• ExperienceFreshers: Can apply if they have good communication, computer and organizational skills.
• Experienced candidates: 1–2 years of experience in office administration, front office, education, training institutes, schools or customer support will be an advantage.

Personality & Behavioural CompetenciesThe candidate should be:

• Polite and approachable.
• Responsible and trustworthy.
• Patient while dealing with students and parents.
• Well-organized.
• Punctual and disciplined.
• Proactive rather than waiting for instructions for every small task.
• Comfortable working in a busy training-centre environment.
• Able to prioritize urgent and routine tasks.
• Professional in appearance and communication.
• Willing to take ownership of assigned responsibilities.

Key Performance Indicators (KPIs)Performance may be evaluated based on:

• Accuracy of student and office records.
• Timely completion of administrative tasks.
• Proper maintenance of files and documents.
• Quality of student/visitor support.
• Attendance and punctuality.
• Response time to routine enquiries.
• Classroom and centre readiness.
• Proper handling of office materials and stationery.
• Coordination with trainers and management.
• Professional behaviour and communication.
• Ability to complete assigned work without repeated follow-up.
• Working ConditionsFull-time position at the Smart Skill Academy Triplicane centre.
• Work will primarily involve office administration, front-desk support and student coordination.
• The employee may occasionally need to support events, workshops, admissions activities or other centre programs.
• Working hours and weekly holidays will be as per the academy's schedule and management requirements