Administrative Assistant

Job Summary

Elite Swim Academy is seeking a highly organized, detail-oriented, and customer-focused Administrative Assistant to support the day-to-day operations of our swim programs. This role is essential in ensuring smooth front-office administration, efficient scheduling, prompt communication with clients, and accurate record-keeping. The ideal candidate will be proactive, friendly, tech-savvy, and passionate about helping families and children enjoy a seamless swim academy experience.

Key Responsibilities:

Front Desk & Customer Service

• Greet visitors, swimmers, and parents in a professional and welcoming manner.
• Respond promptly to inquiries via phone, email, and in-person.
• Provide accurate information about swim classes, schedules, fees, and policies.
• Assist with new registrations, wait lists, and class transfers or cancellations.
• Handle customer concerns and escalate complex issues to the Swim Academy Manager when necessary.

Administrative & Operational Support

• Maintain and update swimmer enrollment records, attendance logs, and consent forms.
• Input and manage data on CRM system.
• Support the preparation of weekly/monthly reports on attendance, feedback, and instructor performance.
• Coordinate facility bookings and ensure all sessions are assigned to appropriate instructors.

Communication & Coordination

• Communicate schedule changes, reminders, and event updates to families via email, WhatsApp, or internal platforms.
• Assist in preparing newsletters, notices, and bulletins for parents and staff.
• Coordinate between coaching staff, operations, and the finance team to ensure alignment.
• Assist with on boarding new swimmers and facilitate orientation sessions or facility tours.

Billing & Payment Support

• Assist with the collection and tracking of payments.
• Generate and send invoices or payment reminders to clients when needed.
• Reconcile attendance records with billing to ensure accuracy.

Event & Program Support

• Support the planning and execution of swim meets, seasonal programs, and award ceremonies.
• Help organize registration for special events, workshops, or private lessons.
• Maintain lists of participants and assist with logistics.