American School of Milan AFTERNOON BUS COORDINATOR/RECEPTIONIST

Job type: Full-time

ROLE OVERVIEW
The Afternoon Bus Coordinator/Receptionist is responsible for managing front desk operations and providing
operational support for afternoon and late bus services. The role combines reception duties with afternoon
transport support and student supervision, ensuring smooth daily school operations and effective
communication across staff, families, and transport providers.

For transport-related activities, the role supports the Bus Coordinator, who is the primary point of contact
for the operational aspects of school transport services, but is expected to operate independently and
take responsibilities for the smooth running of afternoon bus operations.
For reception-related activities, the role reports to the Director of Admissions & Advancement, ensuring
the efficient management of front desk services, visitor reception, communications, and administrative
support.

1. RECEPTION AND ADMINISTRATIVE SUPPORT RESPONSIBILITIES
Front Desk & Visitor Management
● Keep the entrance / reception area & surroundings tidy
● Coordinate with security to manage visitor access by professionally welcoming guests, notifying
relevant personnel of their arrival, and accurately directing or escorting visitors to the
appropriate offices, classrooms, or meeting rooms in accordance with school procedures and
safety protocols
Phone & Communication Handling
● Answer and manage incoming phone calls, providing information as required and/or
transferring them to the appropriate department or taking messages when staff are
unavailable.
● Route voicemail messages to relevant staff members.
Mail Packages & Administrative Tasks
● Receive, sort, and distribute incoming mail and packages (both personal and school-related),
coordinating internal delivery with relevant staff and notifying recipients via email when personal
items are ready for collection
● Schedule courier deliveries (e.g. Jet Post) when requested by the school departments
● Arrange pre-paid taxi services for staff when authorized (via Globix system) and regular taxi
services for visitors
● Print and prepare student and staff ID badges as required
● Provide general administrative support for the Admissions and Advancement Department, as
well as to other School Departments as needed

2. AFTERNOON & LATE BUS SUPERVISION AND SUPPORT
Communication & Coordination
● Support the Bus Coordinator in managing day-to-day transport communications with
stakeholders (families, staff, bus company, bus monitors).
● Receive and send all communications regarding transportation through the single, shared
email address or the dedicated WhatsApp chat to ensure consistency and alignment
● Assist with handling transport-related requests, including address changes, bus stop updates,
and general transport information.
● Assist in emergency bus pass processing, ensuring Director approval is in place and actions
are confirmed by the Bus Coordinator.
● Support the annual bus registration process.
● Assist in maintaining accurate bus-related documentation and records.
● Collect and manage lost property from school buses, supporting return to students or staff.

Student Supervision & Bus Operations
Student safety is the top priority of this specific role. The Afternoon Bus Coordinator/Receptionist
supports the safe, efficient, and compliant operation of school transport activities ensuring that school
policies and procedures are followed and that the well-being of students remains central to all actions
and decisions.
● Help the Bus Coordinator, Bus Monitors, and relevant school staff during afternoon dismissal
● Stay at the school during the late bus shift to assist the ASA Coordinator in maintaining an
orderly student flow, oversee the departure of the evening buses, ensuring everything runs
smoothly with students heading home after late activities.
● Depending on circumstances, tasks may include supporting bus boarding and the orderly and
punctual departure of buses, as well as supporting the management of student-related urgent
situations.
● Keep the Bus Coordinator informed of any relevant issues or developments
● Serve as primary support and handles transportation logistics whenever the Bus Coordinator
is unavailable or absent.
REQUIREMENTS FOR THE POSITION
This role requires strong organizational skills, flexibility, and the ability to manage both front desk responsibilities and operational transport support.
It also requires excellent communication and interpersonal skills, a high level of attention to detail, and the ability to work effectively under pressure. A strong command of both English and Italian is essential.
The role involves frequent interaction with students, parents, and staff, therefore diplomacy, professionalism, and the ability to handle sensitive situations with tact are key.
Patience when working with children, a proactive attitude, and the ability to prioritise tasks and adapt to changing needs are also essential.
Good proficiency in the use of IT tools and administrative systems is also required, including switchboard
system, email and internal communication systems, database and platforms (currently in use: PowerSchool,
OpenApply, BatOnRoute).
Working hours: 22.5 hours per week (Mon-Fri 12.30/17.30 including 30 minutes lunch break).
Occasional flexibility in end-of-day working hours may be required in special circumstances or emergencies to ensure effective coordination of school bus operations.
This list of duties is not exhaustive and the role may include additional responsibilities and tasks
consistent with its level and scope.
In alignment with the recommendations of the International Task Force on Child Protection, we hold ourselves to a high standard of effective recruiting practices with specific attention to child protection. The American School of Milan is committed to safeguarding and promoting the welfare of children, and expects all who apply to work at our school to share in this commitment. Offers of employment will be subject to an enhanced background and criminal record check.