Female Senior Administrative Executive

2 days ago

Doha, Baladīyat ad Dawḩah, Qatar One Imperium Full time 40,000 - 60,000 per year

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

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