Background

Niwa (?) means "garden" in Japanese a quiet, beautiful space where things grow in their own time. We are a purpose-built, child-led kindergarten in Nairobi for children aged 6 months to 6 years. Rooted in the Early Years Foundation Stage (EYFS) and the best ideas in early-years education worldwide, Niwa rests on three pillars: protecting childh...

Role purpose

The Parent Relations & Administration Coordinator will be a key point of contact for families, visitors and staff, helping to create a warm, organised and professional experience at NIWA.

The role combines reception, administration, parent communication, operational support and coordination. The successful candidate will be confident working with adults and young children, highly organised, proactive and comfortable managing a varied workload in a busy Early Years environment.

Key responsibilities

Parent relations

• Welcome children, families and visitors warmly and professionally.
• Act as a first point of contact for parent enquiries by phone, WhatsApp, email and in person.
• Support clear and timely communication with current and prospective families.
• Help coordinate visits, tours, meetings and school events.
• Build positive relationships with parents and help ensure they feel informed and supported.

Administration

• Provide day-to-day administrative support to the Principal and wider team.
• Maintain accurate records, contact lists, calendars and filing systems.
• Support admissions administration and follow up documentation where required.
• Prepare letters, notices, forms and other communications.
• Help organise meetings, appointments and school events.

Operational coordination

• Support ordering of classroom resources, stationery, consumables and other supplies.
• Liaise with suppliers and help track orders, deliveries and stock.
• Coordinate practical day-to-day tasks across the school.
• Help oversee and coordinate support staff such as housekeeping, security, maintenance and other operational teams.
• Support the smooth organisation of the school environment.

Marketing & social media support

• Assist with simple social media content and scheduling.
• Help gather appropriate content, updates and stories from across the school.
• Support newsletters, parent communications and promotional materials.
• Work with the Principal and external marketing team to help ensure NIWA’s communications are consistent, professional and reflect the school’s values.

Supporting children and families

• Interact warmly and appropriately with young children throughout the day.
• Support arrival and collection routines where required.
• Help children and families feel welcome, secure and connected to the school community.
• Understand and uphold appropriate professional boundaries at all times.

Safeguarding

• Demonstrate a strong commitment to safeguarding and promoting the welfare of children.
• Follow all NIWA safeguarding, child protection, health and safety and confidentiality procedures.
• Report any concerns promptly and appropriately.
• Maintain confidentiality and handle sensitive information professionally.

Person specification

We are looking for someone who is:

• Warm, confident and highly professional.
• Excellent at communicating with parents, staff and visitors.
• Highly organised and able to manage several priorities at once.
• Proactive and willing to take initiative.
• Comfortable working in a new and growing organisation.
• Confident using email, spreadsheets, shared documents and basic digital systems.
• Able to support simple social media and marketing activity.
• Calm, approachable and comfortable around young children.
• A strong team player with good judgement and discretion.
• Flexible and willing to support across different areas when needed.

Desirable experience

• Previous experience in a school, nursery, education or customer-facing environment.
• Experience in administration, reception, admissions or parent relations.
• Experience coordinating support staff or suppliers.
• Experience with social media, communications or basic marketing.
• Experience working with children or families.
• Knowledge of safeguarding and confidentiality in an educational setting.

• Welcome children, families and visitors warmly and professionally.
• Act as a first point of contact for parent enquiries by phone, WhatsApp, email and in person.
• Support clear and timely communication with current and prospective families.
• Help coordinate visits, tours, meetings and school events.
• Build positive relationships with parents and help ensure they feel informed and supported.
• Provide day-to-day administrative support to the Principal and wider team.
• Maintain accurate records, contact lists, calendars and filing systems.
• Support admissions administration and follow up documentation where required.
• Prepare letters, notices, forms and other communications.
• Help organise meetings, appointments and school events.
• Support ordering of classroom resources, stationery, consumables and other supplies.
• Liaise with suppliers and help track orders, deliveries and stock.
• Coordinate practical day-to-day tasks across the school.
• Help oversee and coordinate support staff such as housekeeping, security, maintenance and other operational teams.
• Support the smooth organisation of the school environment.
• Assist with simple social media content and scheduling.
• Help gather appropriate content, updates and stories from across the school.
• Support newsletters, parent communications and promotional materials.
• Work with the Principal and external marketing team to help ensure NIWA’s communications are consistent, professional and reflect the school’s values.
• Interact warmly and appropriately with young children throughout the day.
• Support arrival and collection routines where required.
• Help children and families feel welcome, secure and connected to the school community.
• Understand and uphold appropriate professional boundaries at all times.
• Demonstrate a strong commitment to safeguarding and promoting the welfare of children.
• Follow all NIWA safeguarding, child protection, health and safety and confidentiality procedures.
• Report any concerns promptly and appropriately.
• Maintain confidentiality and handle sensitive information professionally.

• Excellent communication with parents, staff and visitors
• Highly organised
• Able to manage several priorities at once
• Proactive
• Willing to take initiative
• Comfortable working in a new and growing organisation
• Confident using email, spreadsheets, shared documents and basic digital systems
• Able to support simple social media and marketing activity
• Calm
• Approachable
• Comfortable around young children
• Strong team player
• Good judgement
• Discretion
• Flexible
• Willing to support across different areas when needed
• Safeguarding and confidentiality in an educational setting

• BA/BSc/HND
• Previous experience in a school, nursery, education or customer-facing environment.
• Experience in administration, reception, admissions or parent relations.
• Experience coordinating support staff or suppliers.
• Experience with social media, communications or basic marketing.
• Experience working with children or families.
• Knowledge of safeguarding and confidentiality in an educational setting.