Job Description

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