Job description
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.
Skills
Required Skills & Qualifications
- Proven experience in an administrative or customer-facing role (preferably in a sports, recreation, or educational environment).
- Strong verbal and written communication skills in English; additional languages (e.g., Arabic) are a plus.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Google Workspace, and CRM/scheduling software.
- Excellent time management and multitasking abilities.
- Ability to handle confidential information with professionalism and discretion.
- Friendly, approachable demeanor with a positive attitude and customer service mindset.
- Ability to work evenings and weekends based on program schedules.
Preferred Qualifications
- Diploma or bachelor's degree in Business Administration, Sports Management, Hospitality, or related field.
- Familiarity with aquatic center operations or previous experience in a swim school or fitness facility.
- First Aid/CPR certification (preferred, not mandatory).
