Receptionist and Administrative Assistant

Workplace Circumstances

• Environment: Educational (schools / universities etc.)
• Languages: English, Khmer
• Location: Phnom Penh

Position Summary

The Receptionist and Administrative Assistant is the first point of contact for students, families, staff, and visitors to AUPP Liger Leadership Academy. The role manages the front desk and main telephone line, ensures a welcoming, safe, and well organized reception area, and provides administrative support to the Senior Administrator and the Administration Department.

The postholder plays a key part in campus security by controlling visitor access and applying the school’s safeguarding procedures at the front desk.

Duties & Responsibilities

• Front Desk and Reception
• Welcome students, parents, staff, and visitors in a warm, professional, and culturally sensitive manner, in Khmer and English.
• Operate the visitor sign-in system: verify identity, issue visitor badges, confirm appointments, and ensure all visitors are escorted or directed in line with the safeguarding policy.
• Answer, screen, and direct incoming calls on the main line; take accurate messages and pass them on promptly.
• Monitor the general school email inbox and respond to or route routine inquiries within one working day.
• Keep the reception area, notice boards, and waiting area tidy, stocked with current information, and presentable at all times.
• Manage student late arrivals, early departures, and sign-out by authorized adults in accordance with school procedures, and record these in the Student Information System (PowerSchool).
• Communications and Correspondence
• Receive, log, and distribute incoming mail, parcels, and deliveries; prepare outgoing mail and courier shipments.
• Draft routine letters, notices, and translations (Khmer and English) as requested by the Senior Administrator.
• Support communication with parents by telephone and messaging channels, including reminders, event notices, and follow-up on absences as directed.
• Administrative Support
• Provide day to day administrative support to the Senior Administrator, including scheduling, photocopying, scanning, filing, and preparing documents.
• Maintain accurate paper and electronic filing systems for the Administration Department.
• Assist with the preparation and logistics of school events, parent meetings, admissions visits, and orientation days, and support campus events on evenings and weekends as required.
• Assist with the distribution of student uniforms and textbooks as required, including preparing stock, recording issues and returns, and reconciling inventory.
• Support the Student Affairs Officer with student records, permission forms, and event sign-ups during busy periods.
• Manage bookings for meeting rooms and shared school vehicles as directed. Office equipment and supplies.
• Ensure the reception printer and copy scanner are in proper working order and stocked with paper and toner; report faults to IT promptly and log service requests.
• Order and maintain stock of stationery and reception supplies: monitor levels, raise purchase requests through the approved process, receive and check deliveries, and keep the stock record up to date.
• Safety and Compliance
• Apply the visitor, sign-in, and sign-out procedures without exception and report any safeguarding or security concern immediately to the Senior Administrator or the Designated Safeguarding Lead.
• Support emergency procedures, including maintaining the visitor log for evacuation roll calls and directing emergency services on arrival.
• Handle personal information about students, families, and staff with strict confidentiality. Customer service, teamwork, and handover.
• Deliver superior customer service to every student, parent, staff member, and visitor: listen carefully, respond promptly, and follow each request through to completion, confirming back to the person that it has been done.
• Take ownership of inquiries even when the answer sits with another department; track them until resolved rather than passing them on and forgetting them.
• Work as one team with the Administrative Assistant and the Student Affairs Officer, sharing information, covering for one another, and keeping the Senior Administrator informed of anything that needs attention.
• Complete a written handover of open tasks, pending inquiries, visitor appointments, and deadlines, and brief the covering colleague, before any leave request is submitted; leave is approved only once the handover is in place.
• Other
• Cover for the Administrative Assistant during absences and provide reasonable support to other departments during peak periods.
• Undertake other duties consistent with the role as reasonably requested by the Senior Administrator.

Benefits

• Paid Leave – Annual
• Insurance – Private Health
• Paid Leave - Maternity / Paternity
• Policy – Provident Fund / (NSSF)
• Paid Leave – Illness
• Policy - No Harassment or Discrimination

Languages

• English - Good is required
• Khmer - Fluent is required

Qualifications

• Bachelor's Degree in Business Administration, Office Management, English, Hospitality is required
• High School Diploma

General & Technical Skills

• At least two years of experience in a receptionist, front office, customer service, or administrative role; experience in a school or international organization is an advantage.
• Experience ordering and maintaining office supply stock.
• Confident user of Microsoft Office or Google Workspace, email, and telephone systems; experience with a student information system such as PowerSchool is an advantage.

Soft Skills

• Superior customer service skills: warm, patient, and professional with people of all ages and cultures, with consistent follow-through on every request.
• Strong team player who communicates openly, supports colleagues, and shares the workload willingly.
• Fluent, clear communication in Khmer and English, including a professional telephone voice, and confident translation between the two.
• Strong organization and attention to detail; able to manage several requests at once and remain calm under pressure.
• Reliability and punctuality; the front desk depends on consistent attendance.
• Flexibility to work evenings and weekends for campus events as required.
• Discretion and sound judgment in handling confidential information.
• Commitment to the safeguarding of children and young people.