Administrative Assistant

Franklin Driving School Inc. • Franklin, MA • 2h ago

Summary:

The Office Assistant provides administrative support to ensure smooth daily operations. They handle scheduling, paperwork, and communications, acting as the organizational hub for the office. This role supports compliance by maintaining records and assists both management and instructors in coordinating activities.

Key Responsibilities:

Front Office & Scheduling: Answer phone calls and emails, greet

visitors, and serve as the initial point of contact for students and parents. Manage the master schedule for classes and driving lessons, coordinating instructor assignments and student appointments using the scheduling system. Send out scheduling confirmations and reminders to students (via automated systems or manually as needed).

Administrative Record-Keeping: Maintain organized digital and

physical files for student records, employee documents, and contracts. Handle data entry for student enrollments and completions in the RMV system as required. Ensure that all required documents (permits, waivers, parent class certificates) are collected and filed. Assist in preparing periodic reports (e.g., student completion reports to RMV) by gathering information from the CRM and other systems.

Compliance Support: Track deadlines for any compliance items ? for

example, remind management of upcoming license renewal dates, instructor certifications, or vehicle inspection due dates. Compile trainee evaluations and payroll records if needed for OJT reimbursement submissions. The Office Assistant essentially acts as a compliance checklist manager, checking off that each student meet requirements and each process follows protocol.

General Office Duties: Handle day-to-day tasks such as document

printing, copying, and mailing. Keep inventory of office supplies, driver education materials (handouts, forms), and order replenishments as needed. Assist with billing and receipts for student tuition (coordinating with Finance to record payments). Schedule meetings or parent classes and arrange logistics (e.g., reserving classroom space or setting up Zoom sessions for virtual classes).

Customer Service & Communication: Work closely with the Customer

Care Tech to address client inquiries. If a parent has a question about scheduling or paperwork, the Office Assistant provides timely information. After each lesson, they might help process the instructor?s feedback forms into the system and ensure the feedback email gets generated for the student. In case of any rescheduling or cancellations, the Office Assistant promptly contacts the affected parties and updates the schedule.

Support for Management: Assist the leadership with clerical tasks

like preparing training binders for new hires, collating data for grant proposals, or setting up board meeting documents. They may also help plan company events or training sessions. In all tasks, maintain confidentiality and professionalism, often handling sensitive student and employee information under NDA.

Qualifications:

High school diploma or equivalent (associate?s degree preferred).

Strong organizational and computer skills (MS Office/Google

Workspace, experience with CRM or database is a plus).

Excellent communication and customer service demeanor with attention

to detail (due to handling of official records and compliance data).

Applicant for this position must agree to a Mass RMV CORI background

check.

Familiarity with office procedures; experience in motor vehicle

services is preferred but not required.

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