Occasional remote work possibility

Job Description

About the School

International School of Tallinn is an international private school with approximately 360 students and a diverse international community. Admissions are ongoing throughout the year, with around 150 new students joining and approximately 100 leaving annually, reflecting the high mobility of our international school community. The school works closely with families, teachers, and external stakeholders to ensure a smooth and well-documented student journey.

Role Overview

We are seeking an experienced and highly organized Admissions & Office Manager to lead the admissions process and coordinate key administrative and reporting functions related to student enrollment. This role combines family-facing communication, process coordination, and data/reporting responsibilities, and plays a central role in the smooth operation of the school.

Key Responsibilities

Admissions Management

Manage the full admissions cycle for new students (on-site and online): inquiries, meetings with families, school tours, interviews, and admission testing.

Schedule and coordinate admission tests and interviews with teachers and leadership.

Organize and coordinate trial days for prospective students.

Prepare and manage student contracts, track signatures, and support termination and refund processes.

Ensure admissions are handled year-round, including mid-year intakes.

Internal Coordination & Communication

Inform teachers and staff about new students, trial days, and admissions updates.

Coordinate student onboarding information across departments (teaching, finance, IT, administration).

Maintain and coordinate mailing lists, student lists, and class lists.

Prepare summary reports and recommendations for the Admissions Committee.

Systems, Data & Reporting

Enter and maintain student data in the Student Information System and related platforms.

Maintain accurate Excel-based student lists and reports.

Prepare and submit required reports to the Ministry, bookkeeper, and other stakeholders.

Support communication related to invoices and payments in coordination with finance.

Create and maintain lists for foreign language choices and distribute them to relevant departments.

Check and review reports of incoming students and provide structured summaries.

Office Management & Administration

Support day-to-day office coordination related to student administration.

Ensure documentation and records are complete, accurate, and audit-ready.

Act as a key point of contact between families, school leadership, and external partners.

Requirements

Proven experience in admissions, school administration, office management, sales, customer relations, or a similar role.

Experience in an international or educational environment is a strong advantage.

Strong relationship-building and consultative selling skills, with the ability to present the school clearly and convincingly to families.

Understanding of customer journey and conversion processes (inquiry → visit → application → enrollment).

Ability to contribute to admissions-related marketing activities (open days, follow-ups, presentations, written communication).

Excellent organizational skills and ability to manage multiple parallel processes and deadlines.

High level of accuracy and confidence working with data, reports, and Excel.

Experience with student information systems, CRMs, or administrative platforms, or strong ability to learn new systems.

Readiness to learn about the International Baccalaureate (IB) framework.

Openness to AI-based and digital tools to improve admissions and administrative workflows.

Interest in or experience with career counseling and student guidance is a strong advantage and may allow the role to be combined with career counselor responsibilities, depending on the candidate’s profile.