Administrative & Marketing Operations Executive | Fractional (Part-Time) or Full-Time

Job description

Administrative & Marketing Operations Executive Swimmerse | Full-Time or Flexible Part-Time

Monthly Compensation: S1,200–S2,800 (commensurate with agreed commitment, hours, and scope)

About the role We’re looking for a warm, organised and reliable person to support our swim school’s daily operations, drive our marketing efforts, and build strong relationships with parents, students and coaches.

We welcome flexible part-time and fractional arrangements alongside full-time options—making this an ideal fit for students, retirees, returners to work, or parents with flexible hours, preferably with background in a school setting, education, or similar industry.

You will be the main point of contact for families, managing enquiries, bookings, payments and student requests.

Working arrangements & Hybrid Flexibility Commitment options: Available on a full-time basis, or as a flexible part-time / fractional arrangement depending on your availability.

Five working days per week, approximately eight hours per day (pro-rated for fractional arrangements).

Core preference: Saturday and Sunday are preferred working days to match our peak lesson blocks.

Rest days: Choose two regular days off from Tuesday to Thursday, coordinated with management.

Approximately two to four days each month will be allocated to scheduled lesson venue visits to connect with parents and capture authentic media content.

Key responsibilities 1. Parent communication and relationships

Respond to parent enquiries through WhatsApp and other designated channels in a friendly, clear and timely manner.

Help parents with questions about lesson arrangements, bookings, payments and school policies.

Visit lesson venues to speak with parents, check how their children are settling in and gather feedback.

Check in with coaches to understand operational issues and support needs.

Handle concerns calmly and escalate matters requiring management or coaching input.

2. New parent onboarding

Guide new families through registration and explain the next steps clearly.

Send welcome information covering the venue, lesson time, what to bring and relevant school policies.

Ensure student records and required consent details are complete.

Follow up after initial lessons to check that families have settled in and address any questions.

3. Lesson administration and swim tests

Maintain accurate student records, class lists, attendance information and booking details.

Coordinate swim test registrations, scheduling, payments, confirmations and reminders.

Communicate lesson changes, test information and important school updates.

Work with coaches and management to keep administrative arrangements accurate and up to date.

4. Class changes and make-up lessons

Manage requests for class transfers, time changes and make-up lessons according to school policy.

Check availability and coordinate suitable arrangements with parents and coaches.

Confirm approved changes clearly and update the relevant records.

Track pending requests and follow through until they are resolved.

5. Fee collection, refunds and replacement cards

Track lesson fee payments, send reminders and follow up on outstanding balances.

Check payment records and work with management to resolve discrepancies.

Process refunds according to school policy and the required approval process.

Maintain accurate records of payments, refunds and outstanding fees.

Arrange replacement student cards and follow up until parents receive them.

6. Attendance, renewals and withdrawals

Monitor attendance records and check in with families after repeated absences.

Identify concerns that may affect a student’s continued attendance and raise them with the appropriate person.

Send renewal reminders and assist parents with the renewal process.

Handle withdrawal requests, record reasons for leaving and share useful feedback with management.

7. Feedback tracking and follow-up

Maintain a central record of parent and coach feedback, complaints and operational requests.

Record who is responsible for each action and when follow-up is needed.

Keep parents and coaches informed of progress.

Highlight recurring issues and suggest practical improvements.

8. Photography and marketing support

Take photos and short videos during scheduled venue visits, following parental consent and venue requirements.

Capture lesson activities, student milestones and positive moments suitable for social media.

Organise approved content and share it with the person managing marketing.

9. Weekly operations reporting

Prepare a brief weekly update covering outstanding fees, unresolved parent concerns, upcoming swim tests and pending administrative requests.

Highlight attendance concerns, renewals, withdrawals and recurring feedback.

Clearly identify decisions or support needed from management.

Who we’re looking for Approachable, patient and comfortable speaking with parents, children and coaches.

Organised and able to manage several requests without losing track of follow-ups.

Accurate and careful when handling student information and payment records.

Confident using WhatsApp, spreadsheets, content creation tools (e.g., Canva), and administrative systems.

Able to handle sensitive conversations professionally and maintain confidentiality.

Willing to work weekends and travel to lesson venues.

Experience in a school setting, customer service, administration, education, marketing, or sports operations is helpful.

What success looks like Parents feel welcomed, informed and supported. Coaches receive reliable operational support. Bookings, class changes, payments and student requests are handled accurately and promptly, marketing assets are consistently captured and organized during venue visits, and feedback is followed through to resolution.