CS Officer and Academy Co-ordinator

Position Title: Customer Services Officer & Academy Coordinator
Department: Administrative & Academic Services
Reports To: Academy Principal / Managing Administrator
Job Type: Full-time
 

About Citizen Society – Kharian

Citizen Society is a community-focused organization dedicated to improving the quality of life of underserved and deserving communities. In Kharian, the organization works to provide accessible and affordable support in key areas such as education, healthcare, food assistance, citizen services, microfinance, and social welfare.

Through its community-based initiatives, Citizen Society aims to address essential needs, promote dignity and opportunity, and create a positive and sustainable impact in the local community. Its programs include free medical care, education support, food assistance, microfinance, orphan support, and other welfare services.

Kharian team is committed to delivering these services with professionalism, compassion, transparency, and a strong focus on community needs. We are looking for dedicated and capable individuals who share our commitment to social service and are motivated to contribute to meaningful change in the Kharian community.

Job Purpose

The Customer Services Officer & Academy Coordinator plays a pivotal hybrid role within Citizen Society’s educational wing. This position acts as the frontline ambassador for visitors, parents, and applicants, while simultaneously serving as the primary administrative bridge between the teaching faculty and management. The ideal candidate ensures top-tier front-desk hospitality, meticulous student/visitor database management, and seamless day-to-day academic operations.

Key Responsibilities & Duties

Front Desk & Visitor Management
 

• Welcoming and assisting students, parents, applicants, and distinguished guests in an exceptionally professional, empathetic, and courteous manner.
• Providing accurate information regarding academy programs, admission policies, fees, and Citizen Society’s welfare initiatives.
• Managing the reception area, answering telephone inquiries, and filtering walk-in queries to route them to the relevant department.
• Maintaining the Visitor Log and updating real-time applicant data on the Citizen Society Portal.

Teacher Coordination & Academic Support
 

• Serving as the central liaison between the school/academy management, principal, and the teaching faculty.
• Monitoring daily teacher attendance, punctuality, and coordinating lesson plan submissions.
• Arranging substitute teachers efficiently in the event of planned leaves or unplanned staff absences to ensure uninterrupted learning.
• Managing classroom scheduling, exam timetables, and coordinating the distribution of teaching aids, stationery, and academic resources.
• Facilitating teacher-parent communications, scheduling Parent-Teacher Meetings (PTMs), and documenting feedback or complaints for management review.

Data Management & Application Processing
 

• Gathering complete required data from new student/applicant files and ensuring all enrollment paperwork is accurately filled out and verified.
• Escalating applicant files to management to present case details and officially obtain decisions regarding standard or subsidized student facilitation.
• Ensuring time-bound application closure by finalizing, labeling, and archiving student files (whether approved or rejected by management) strictly within policy deadlines.
• Performing accurate data entry of student records, exam results, and fee registries into the organization’s main database.
• Serving as an on-demand data entry backup for other Citizen Society departments (such as the dispensary) when required.

Administrative & Financial Cross-Coordination
 

• Maintaining structured records against basic academy Requisitions and Journal Vouchers.
• Coordinating closely with the accounts staff regarding student fee collections, voucher tracking, and check disbursements.
• Implementing a systematic archiving system for all physical and scanned academic files for easy historical retrieval.

Job Specifications & Requirements
 

• Education: Bachelor’s degree in Education, Business Administration, Social Sciences, or a related discipline.
• Experience: 1 year of proven experience in school coordination, front desk management, customer service, or academic administration.
• Technical Skills: Proficient in Microsoft Office (particularly MS Word and Excel for tracking sheets); quick to learn dedicated database management systems.
• Core Competencies: Outstanding interpersonal and public relations skills, sharp conflict-resolution abilities (especially when handling teacher or parent concerns), strong time-management skills to meet processing deadlines, and high organizational capability.
• Language Skills: Professional fluency in spoken and written English and Urdu.
  
  Website:https://www.citizensociety.org