Administrative, Marketing & Warehouse Operations Executive (Full-Time / Fractional)

Job description

Swimmerse & Hare Fitness Group | Full-Time or Flexible Part-Time / Fractional

Job Description & Requirements

Type: Flexible Part-Time (16 to 22 hours/week, scaling to full-time as needed)

Pay Range: SGD 1,000 to 2800 per month (Permanent Part-time to Full Time - depending on agreed scope of work).

Who Can Apply: Students with flexible timetables, retirees, returners to work, and parents with flexible hours.

About the Role You are the hands-on execution engine for the internal operations of both the swim academy and fitness group. You directly manage enquiries, trial and membership bookings, daily registrations, payments, schedules, and student records, working closely with leadership and the coaching teams.

Character & Mindset The Calm Anchor: Dependable, ultra-organised, and closes every open task with zero loose ends.

Warm & Discreet: Genuinely welcoming with families and members while maintaining strict confidentiality and data protection.

Day-to-Day Work Breakdown Monday: Review previous week's enquiries and trials; confirm all upcoming bookings.

Tuesday: Send trial reminders and follow up immediately on cancellations or reschedules.

Wednesday: Process registrations, memberships, and payment follow-ups; book replacement classes.

Thursday: Update rosters, schedules, and facility bookings; record withdrawals and reasons.

Friday: Prepare and submit the weekly operations report.

Monthly: Support on-site weekend shifts for member and family check-ins.

Working arrangements 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).

Weekend Corporate Phone Coverage: Holding and monitoring the corporate phone during weekend peak hours to handle urgent parent and member queries. (pro-rated for fractional arrangements).

Ad-Hoc Pool Visits: Physical site visits to swimming pool venues are conducted on an ad-hoc, flexible basis to connect with venues and parents, and to capture media content.

Weekly Warehouse Fulfilment: Physical attendance is required for just one designated day per week at our storage/warehouse space to manage stock and handle the packing and dispatch of small fitness equipment orders (such as dumbbells and compact accessories).

Allocated time each week/month will be split between admin, weekend corporate phone coverage, the weekly warehouse packing day, and ad-hoc pool visits.

Key responsibilities 1. Parent and client communication

Respond to enquiries through WhatsApp and other designated channels in a friendly, clear and timely manner (including holding the corporate phone during peak weekend operational windows).

Help swim families and fitness equipment clients with questions about lesson arrangements, bookings, payments, and product policies.

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

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

Handle concerns calmly and escalate matters requiring management input.

2. New client and parent onboarding

Guide new families and equipment clients through registration and explain next steps clearly.

Send welcome information covering swim venues, lesson times, what to bring, and relevant policies.

Ensure student and client records and required consent details are complete.

Follow up after initial sessions 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. Weekly warehouse packing and equipment supply

Dedicate one day per week at our warehouse facility to manage stock tracking and organisation for small fitness equipment items like dumbbells and accessories.

Handle end-to-end parcel fulfilment: pick, pack, and label compact fitness orders securely for dispatch.

Coordinate with courier services, manage shipping records, and track outgoing deliveries to ensure prompt arrival.

Monitor stock thresholds and alert management when inventory replenishment is needed.

5. Class changes and make-up lessons

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

6. Fee collection, refunds and financial tracking

Track fee payments, send reminders and follow up on outstanding balances across swim school and equipment supply operations.

Check payment records and work with management to resolve discrepancies.

Process refunds according to 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.

7. Attendance, renewals and withdrawals

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

Identify concerns that may affect 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.

8. Feedback tracking and follow-up

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

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

Keep stakeholders informed of progress and highlight recurring issues.

9. Photography and marketing support

Take photos and short videos during scheduled pool 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.

10. Weekly operations reporting

Prepare a brief weekly update covering outstanding fees, unresolved concerns, pending administrative requests, and warehouse dispatch volumes.

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 communicating with parents, children, and clients.

Organised, meticulous, and able to manage multi-faceted tasks (admin, marketing content, and weekly warehouse packing) without losing track of follow-ups.

Accurate and careful when handling student/client information, payment records, and inventory counts.

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

Capable of handling hands-on logistics for just one day a week, including packing and preparing compact fitness equipment parcels (like dumbbells and small accessories) from our storage space.

Reliable, comfortable monitoring the corporate phone during peak weekend windows, and flexible with venue visits and fulfillment duties.

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

What success looks like Parents and clients feel welcomed, informed and supported. Coaches receive reliable operational support. Bookings, payments, and student requests are handled accurately, fitness supply parcels are packed and dispatched promptly without error during your dedicated weekly warehouse day, marketing assets are consistently captured during pool visits, and feedback is followed through to resolution.