Swim Academy Administrative Assistant

6 days ago

Doha, Qatar One Imperium Full time

**Job Summary**

**Key Responsibilities**:
**Front Desk & Customer Service**
- Greet visitors, swimmers, and parents in a professional and welcoming manner.
- 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**
- 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.

**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).

**Job Types**: Full-time, Permanent, Contract

**Language**:

- English (preferred)

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