Administrative Officer

Job Description:

Position Title: Admin Officer / FEMALE ONLY

Department: Swim Academy Administration

Reports To: Admin Supervisor

Job Purpose:

The Admin Officer is responsible for providing administrative support to ensure the smooth daily operation of the swim academy. The role involves managing student registrations, bookings, renewals, scheduling, customer service, record keeping, and communication with parents, students, coaches, and management.

Administrative Duties:

• Answer phone calls, WhatsApp messages, emails, and walk in inquiries from parents and students.
• Manage student registrations, assessments, enrollments, and class schedules.
• Process course renewals and term bookings accurately and efficiently.
• Maintain accurate student records, attendance logs, and membership information.
• Support daily administrative operations and maintain organized documentation.

Customer Service:

• Assist swimmers, parents, and members with information regarding classes, schedules, and academy services.
• Provide clear information about swimming programs, levels, schedules, and academy policies.
• Handle customer complaints professionally and promptly.
• Escalate complaints and operational issues to the Swim Academy Supervisor when required.
• Follow up with customers to ensure satisfactory resolution of concerns.
• Maintain a positive and professional customer experience at all times.

Scheduling and Coordination:

• Coordinate and maintain swimming lesson timetables.
• Manage instructor schedules in coordination with the Swim Academy Supervisor.
• Coordinate pool bookings and lane allocations as assigned.
• Arrange make up classes according to academy policies and available capacity.
• Communicate schedule changes, cancellations, and updates to parents and students.
• Ensure class capacities are monitored and balanced appropriately.

Record Keeping and Reporting:

• Prepare daily, weekly, and monthly administrative reports.
• Generate attendance reports and enrollment summaries.
• Maintain organized filing systems for student records and academy documentation.
• Monitor enrollment numbers and class capacities.
• Track renewals, expiring memberships, and pending registrations.
• Provide operational reports and updates to management when requested.

Odoo System Responsibilities:

• Create and manage student profiles.
• Update attendance records and customer information in Odoo.
• Monitor upcoming expiries and renewal opportunities.
• Ensure all registrations and bookings are properly documented.
• Maintain accurate records and notes for customer interactions.

Qualifications:

• Diploma or bachelor’s degree in business administration, Management, Customer Service, or a related field.
• Minimum 2 years of experience in administration, customer service, or front desk operations.
• Experience in sports academies, swim schools, fitness centers, or educational institutions is preferred.
• Experience using ERP systems such as Odoo is an advantage.

Skills and Competencies:

• Excellent customer service skills.
• Strong verbal and written communication skills in English.
• Arabic language is an advantage.
• Strong organizational and time management abilities.
• Ability to multitask and work under pressure.
• Good problem solving and conflict resolution skills.
• Proficiency in Odoo system or similar
• Attention to detail and accuracy in record keeping.