Female Senior Administrative Executive

Role Summary
Handles the backbone of the academy’s operations: managing student records, scheduling, communication, compliance, and facility coordination. Reports to the Facility (or Admin) Supervisor.

Key Responsibilities

• Maintain accurate student records: registration forms, medical waivers, attendance, incident reports. Ensure records are stored both digitally (ERP) and, if needed, physically. (Per Admin SOPs, Section 5B)
• Track student attendance daily: manage the occupancy sheet, forecast vs actual attendance.
• Handle scheduling tasks: communicate class changes, reschedules, or make-up classes to parents and coaches at least 24 hours in advance.
• Ensure staff documentation is current: track lifeguard/coach first aid certification, staff leaves, attendance, and escalate expiring certificates.
• Coordinate pool bookings: liaise with facility management to secure deck time, inform coaches and sales team of schedule changes.
• Manage incident reporting: ensure any accident, injury, or complaint is documented same day in the Incident Report Form, and escalate to the Swim School Manager as required.
• Communicate schedule updates and operational announcements via approved internal channels (email, WhatsApp broadcast) — not personal numbers.
• Support the Sales team: confirm class availability, help with data validation, and ensure seamless registration experience.
• Assist in facility logistics: ensure pool deck is ready before class (equipment, clean, safe), and coordinate storage.
• Generate administrative reports: weekly or monthly reports on attendance, incidents, staff certification status, and facility usage.
• Support performance evaluation: input data for KPIs (attendance accuracy, incident reporting, response times) and provide insights for the Admin Supervisor.
• Uphold customer service standards: respond to parent inquiries in a polite, professional manner; escalate complaints through the correct channels.
• Ensure adherence to health, safety, and emergency protocols (Section 6), and support staff in drills and reporting.

Qualifications & Requirements

• Experience in administrative roles, preferably in education, recreation, or service business.
• Strong organizational and data management skills; familiarity with ERP / CRM systems is a plus.
• Excellent communication skills, both written and oral; ability to interact professionally with parents, staff, and management.
• Attention to detail: accurate record-keeping, scheduling, and compliance tracking.
• Customer-service mindset: patient, empathetic, and professional.
• Understanding of health & safety procedures; willingness to be trained on incident reporting and emergency protocols.
• Ability to multitask, prioritize, and manage time effectively.
• Punctual, reliable, and committed to Elite Swim Academy’s standards of conduct and professionalism.

Performance Indicators (KPIs)

• Accuracy of attendance & scheduling
• Timeliness of communication with parents and coaches
• Compliance in documentation (waivers, certifications, incident reports)
• Responsiveness to inquiries and administrative tasks
• Incident reporting completeness and speed
• Administrative staff attendance & punctuality

Job Type: Full-time