Office Administration & Admissions Assistant
Swans International School · Greater Marbella Metropolitan Area
- On site
- Full-time
- $40,000 / year
- Greater Marbella Metropolitan Area
Job highlights
- Manage admissions systems and optimize processes.
- Handle prospective family inquiries and applications.
- Generate reports on admissions metrics.
- Support admissions events and school tours.
- Collaborate with internal teams for consistency.
About the role
About the Role
Join one of Marbella’s most established and respected international schools, recognised for its personalised, people-focused approach, strong traditional values and consistently outstanding academic outcomes that enable every student to reach their full potential.
We are seeking a proactive and tech-savvy Admissions and Administration Assistant to support our growing admissions function. This is an excellent opportunity for an early career professional to develop within a high-performing and forward-thinking school environment.
This role centres on managing and optimising our admissions and relationship management system as part of an ongoing digitisation initiative. You will play a key role in ensuring seamless processes, high quality data and responsive communication, helping to deliver an exceptional experience for prospective families.
Key Responsibilities
- Manage and maintain the system, including data entry, tagging, segmentation and data hygiene.
- Support the handling of enquiries across email, phone, web and in person, ensuring all interactions are recorded accurately.
- Assist with application processes, including document management, scheduling visits and assessments, and maintaining up to date application records.
- Monitor admissions pipelines, proactively follow up on enquiries and escalate where appropriate.
- Produce reports and dashboards to track key admissions metrics and performance.
- Support the delivery of admissions events and school tours, including communications and follow up.
- Assist families and colleagues with document uploads and basic system support.
- Ensure GDPR compliance and uphold the highest standards of data confidentiality.
- Contribute to ongoing process improvements, automation and system optimisation.
- Collaborate with academic, finance and marketing teams to ensure clear and consistent communication.
- Provide a professional, warm and personalised experience for all prospective families.
Experience and Skills
- Recent graduates or up to one year of administrative experience, internships are welcome.
- Confident using CRM or similar systems, with strong digital capability across Google Workspace or Microsoft Office.
- Basic data and reporting skills, knowledge of SQL or similar tools is advantageous.
- Excellent written and spoken English, Spanish highly desirable, additional languages are an advantage.
- Highly organised, detail oriented and able to manage multiple priorities effectively.
- Strong communication and customer service skills.
- Awareness of GDPR or willingness to develop knowledge in this area.
Personal Attributes
- Naturally curious about technology, with a proactive and solutions focused mindset.
- A collaborative team player with strong interpersonal skills and cultural awareness.
- Comfortable operating in a fast paced and evolving environment.
Working Conditions
- Based on our Marbella campus, with occasional evening or weekend commitments for events.
- Full time position.
- Salary commensurate with experience.
- Benefits include professional development and opportunities for progression.
Key Skills/Competency
- Admissions Process Management
- CRM Systems
- Data Entry and Hygiene
- Customer Relationship Management
- Reporting and Analytics
- Event Support
- GDPR Compliance
- Communication Skills
- Digital Literacy
- Process Improvement
Skills & topics
- Admissions Assistant
- Administration
- International School
- Marbella
- CRM
- Data Entry
- Customer Service
- GDPR
- Office Administration
- Early Career
How to get hired
- Tailor your resume: Highlight administrative experience, CRM proficiency, and digital skills relevant to an Admissions and Administration Assistant role.
- Showcase your tech savviness: Emphasize experience with Google Workspace/Microsoft Office and any CRM or data systems.
- Demonstrate strong communication: Provide examples of excellent written and spoken English, and any Spanish language skills.
- Quantify your achievements: If possible, include metrics on managing inquiries or improving processes in previous roles.
- Prepare for behavioral questions: Be ready to discuss your organizational skills, problem-solving approach, and customer service experience.
Technical preparation
Master CRM and admissions software.,Practice Google Workspace/Microsoft Office skills.,Familiarize with data entry and reporting.,Review GDPR principles and best practices.
Behavioral questions
Describe managing multiple tasks effectively.,How do you handle difficult inquiries?,Share an example of process improvement.,How do you ensure data accuracy and confidentiality?
Frequently asked questions
- What are the key responsibilities for an Admissions and Administration Assistant at Swans International School?
- The Admissions and Administration Assistant at Swans International School will manage and optimize the admissions and relationship management system, handle family inquiries, assist with application processes, monitor admissions pipelines, produce reports, support admissions events, and ensure GDPR compliance. The role focuses on providing an exceptional experience for prospective families.
- What qualifications or experience are required for the Admissions and Administration Assistant position?
- Swans International School is looking for recent graduates or individuals with up to one year of administrative experience, including internships. Essential skills include confidence with CRM or similar systems, proficiency in Google Workspace or Microsoft Office, basic data and reporting skills, excellent English communication, strong organizational abilities, and customer service skills. Spanish language skills are highly desirable.
- What is the work arrangement and location for this Admissions and Administration Assistant role?
- This is a full-time position based on the Swans International School campus in Marbella. There may be occasional evening or weekend commitments required for events.
- How can I best prepare my application for the Admissions and Administration Assistant role at Swans International School?
- To best prepare your application for the Admissions and Administration Assistant role at Swans International School, ensure your resume highlights your administrative experience, digital capabilities (CRM, Google Workspace/Microsoft Office), and customer service skills. Emphasize your organizational abilities and attention to detail. If you have Spanish language skills, be sure to include them. Demonstrating a proactive, solutions-focused mindset will also be beneficial.
- What are the career development opportunities for an Admissions and Administration Assistant at Swans International School?
- Swans International School offers professional development and opportunities for progression. This role is an excellent opportunity for an early career professional to develop within a high-performing school environment, contributing to ongoing process improvements and system optimization.