Office Coordinator

KIPP • New Orleans, LA

1d • Onsite

About The Position

The Office Coordinator is the welcoming face and operational heartbeat of the school campus, ensuring families, students, and staff experience clear, timely, and caring service across both schools. Reporting to the Director of School Operations, the Coordinator owns front-office execution—phones, visitors, uniforms, packages, translation access, and day-to-day admin—while supporting attendance outreach, safe arrival/dismissal, copier/office care, school communications, and event logistics. The role also captures and nurtures prospective-family leads (calls, walk-ins, interest forms, events, referrals), schedules tours, and guides families through application and registration—so classrooms run without interruption and every family feels known, informed, and supported.

Requirements

• High School Diploma/GED
• 2+ years front-office or administrative support in a school, healthcare, or customer-service setting
• Experience handling high-volume phones/visitors, student records, and cash/check handling.
• Deep understanding of front-office protocols, attendance procedures, records retention basics (FERPA awareness)
• Visitor management and safety procedures
• family communication norms
• Basic purchasing and inventory practices.
• Proficiency with Google Workspace/Microsoft 365
• calendaring & mail merge
• SIS user proficiency for attendance, enrollment, and student lookup
• Copier/printer/postage systems
• visitor management (e.g., Raptor) preferred.

Nice To Haves

• Associate’s Degree
• Bilingual (e.g., Spanish) and strong customer-service orientation
• Notary commission (where useful) or medical/clinic front-desk experience
• Experience with mass-communication tools (SchoolMessenger, Blackboard, Mailchimp).

Responsibilities

• Greets and assists students, parents, and visitors with a friendly, professional demeanor, ensuring the school’s front office reflects a welcoming and supportive environment.
• Covers the front desk, including answering phone calls, responding to parent requests, receiving packages, selling uniforms, and ensuring daily front office activities run smoothly.
• Maintains a professional, positive school image by managing day-to-day administrative tasks such as phone calls, emails, and visitor check-ins with efficiency and courtesy.
• Supports daily operations tasks such as copier care, attendance phone calls, and arrival/dismissal duty to ensure consistent, smooth school functioning.
• Participates in special projects as assigned, contributing operational expertise and administrative support to advance school priorities.
• Directly support with the strong execution of daily safe and efficient arrival and dismissal procedures
• Assists with school-wide communication to parents, including newsletters, updates, and announcements, ensuring families are well-informed and engaged.
• Maintains clear communication channels that effectively share key campus events, deadlines, and updates with parents, guardians, and staff.
• Creates and distributes communication materials for students, parents, and staff, ensuring consistent messaging aligned with school culture and priorities.
• Supports special events by arranging space and furniture, ordering materials and refreshments, setting up event spaces, and coordinating staff support as needed.
• Directly support with the strong execution of daily safe and efficient arrival and dismissal procedures
• Maintains clean, organized, and welcoming storage and shared spaces, ensuring accessibility, functionality, and a professional appearance.
• Complete daily attendance calls.
• Communicates effectively with families about the application, enrollment, and withdrawal processes to build trust and foster long-term engagement.
• Support families with new student registration as needed to ensure all newly assigned families complete registration within 5 days; Support the school's returning families' re-registration efforts to ensure 90+% of returning families have re-registered by the target date
• Capture and log all prospects (calls, walk-ins, interest forms, events, referrals); Contact new leads within 24 hours; nurture via call/text/email, schedule tours, and guide families through application and registration; ensure translation support and escalate barriers; run weekly re-engagement for inactive leads
• Ensures all teachers complete monthly chromebook cart audits. Completes spot checks of audits weekly.
• Observes and clears copy machine jams promptly and requests Konica maintenance support when needed to minimize downtime.
• Manages supply orders for copy/print systems to maintain adequate inventory and ensure smooth daily operations.
• Ensures shared-use equipment (e.g., poster makers, laminators, copiers) is maintained, stocked, and accessible to staff, resolving issues promptly to minimize instructional disruptions.
• Orders and maintains office supplies, equipment, and materials within budget constraints to ensure smooth daily operations.
• Ensure all buses have correct signage
• Submit late bus data daily into regional tracker and communicate to regional lead when buses are "doubled-up"
• Ensure bus write-ups are followed up on by culture team
• Serve as a liasion between families and the bus company to problem-solve any issues that arise
• Ensure all drivers check their bus before pulling off in the morning
• Submit bus stop change requests to our router in a timely manner and communicate updates to the family as soon as they are received
• Manage and update the school's transportation roster

Benefits

• 403(b) retirement plan – KNOS matches 100% of employee contribution up to the first 5% of salary and any bonuses. Vested immediately in 403(b).
• KNOS employees are eligible for health and wellbeing benefits starting the first day of the month following their Date of Hire.
• Comprehensive, customizable health coverage, including disability, life insurance, hospital indemnity, FSAs for health and dependent care, and free dental and vision for employees.
• KNOS employees are provided ~30 paid holidays and additional paid time off.
• Opportunities for on-going professional development.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 251-500 employees