Admission Secretary (Temp Role)
GEMS EDUCATION
Total years of experience :11 years, 3 Months
Support the school registrar by meeting with prospective parents.
•Respond to admission enquiries by phone, email and attending walk in parents.
•Providing the high quality customer service throughout the admission and assessment process.
•Manage and maintain files for new and existing applicants and ensure data integrity in electronic systems.
•Record all interactions with parents in the system i.e. Sales force.
•Maintain a record of available spaces in each year group along with an up to date waiting list.
•Conducting assessments for children based on their year groups and in the agreed timeframes.
•To ensure annual enrolment processes such as new admissions, re-enrolments, and parent school contracts is completed within the agreed timelines.
•Follow up on the outstanding offers.
•Complete all exit documentation for students withdrawing from the school.
•Knowledge of all the rules and regulations of the Ministry of Education and other relevant governing bodies (SEZ, KHDA, ADEC) in order to ensure compliance during the admission process.
Effective business communication with sales and business managers for their grant requirements.
•Conducting induction training for new employees on grant policies and process.
•To revert to grant exception queries within 3 business days.
•Help employees identify the documentation required based on grant type.
•Timely opening, closing and monitoring of grant requests based on company policy and compliance.
•Ensuring the European grants is in compliance with EFPIA Policies.
•Resolving exceptions to grant policies and process by coordinating with Legal and Regional compliance committee in order to avoid any audit issues.
•Working closely with finance for approvals and compliant closures of grants.
•Coordinate with finance for approvals of addendums raised due to excess grant spends.
•Standardize the grant process throughout the MEA region.
•Preparing weekly grant report for the senior management which shows information on open grants, pending approvals and delayed grant closure.
Validate and process vendor invoices on weekly basis.
•Coordinating and communicating with external and internal customers to resolve any issues.
•Conducting training and induction for employees relating to company’s policies and procedures.
•Checking and processing of employee expenses on monthly basis based on global corporate policy.
•Preparing all bank accounts, balance sheet accounts, expenses, petty cash journal entries for month end accounting close.
•Preparing monthly accruals and reconciliations for month end accounting close.
•Preparing quarterly balance sheet reviews.
•Uploading all journal entries in JD Edwards for month end close purpose.
•Preparing monthly Cash projections for UAE, Saudi and Egypt entities.
•Ensuring the cash projections are approved and the approved amount is received in timely manner.
•Access to online banking for all payments and transfers.
Manage and control collection activities in order to minimize net credit losses.
•Effective communication with clients via email and in person for overdue payments.
•Meeting clients in person once a month to understand their expectations and disputes if any.
•Prepare Invoices to be submitted to clients for the purpose of accounts receivables.
•Track and maintain records of client queries, complaints and orders and to ensure all issues are addressed to customer service team and supply chain team and resolved in a timely manner.
•Coordinate with supply chain for all documentations required to follow up for overdue payments.
•Presenting the bad debt report and open / unpaid accounts to senior management.
•Prepare AR trial balance on monthly basis to review credit limits and credit terms
•Prepare monthly bad debt projections for 3 months based on bad debt policy & terms
•Release Sales Orders based on Credit Limit and Approvals.
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