Job Overview
The Sports Administrator plays a pivotal role in ensuring the smooth daily operations of Galaxy Gymnastics. This role combines administration, customer relations, class coordination, financial processing, event management, and marketing support to deliver a seamless and positive experience for students, families, and staff.
The ideal candidate is organized, proactive, and people-focused , with strong communication skills and the ability to thrive in a fast-paced environment. This position also includes measurable performance expectations to ensure high-quality service and operational excellence.
Key Responsibilities
Customer Relations & Front-Desk Management
- Guide and assist first-time students and parents in selecting the right programs.
- Engage with prospective and current customers, addressing all classes, schedule, and service inquiries.
- Actively engage with walk-in visitors and passers-by to promote Galaxy’s programs.
- Send notices and reminders to clients within 24 hours of updates or changes.
- Resolve inquiries with professionalism, empathy, and timely follow-up.
- Take ownership of customer retention strategies and service recovery for complaints.
Class & Facility Coordination
- Manage class schedules in coordination with coaches to optimize space and resources.
- Maintain a clean, organized, and hazard-free facility with well-stocked supplies.
- Understand each coach’s specialty to assist in class assignments and guide parents accurately.
- Enforce safety protocols and provide basic first-aid for minor injuries.
- Support coach-student interactions and assist in class management when needed.
Administrative Support & Data Management
- Process student enrollments and maintain accurate records in the gym’s management system.
- Track attendance, resolve discrepancies, and prepare weekly reports.
- Compile and present data on enrollment trends, attendance, and feedback.
- Actively monitor and log customer feedback for service improvement.
- Ensure timely and accurate updates to student profiles.
Finance & Billing
- Process payments, manage POS transactions, and apply discounts where approved.
- Issue invoices and track payments to maintain less than 5% of accounts in arrears.
- Maintain accurate financial records and assist in financial reporting.
- Collaborate with management to resolve discrepancies and support budgeting.
Event Planning & Coordination
- Organize events (competitions, workshops, camps) from planning through execution.
- Coordinate logistics, liaising with staff, vendors, and families.
- Manage internal events such as showcases and milestone ceremonies.
- Conduct post-event evaluations to measure success and recommend improvements.
Marketing, Sales & Promotion
- Assist in creating marketing materials (flyers, social media content, website updates).
- Maintain weekly updates across all social channels with engaging content.
- Support promotional campaigns, open houses, and trial class initiatives.
- Contribute to lead generation efforts and track trial-to-sign-up conversion rates.
Management Support
- Schedule and coordinate meetings, staff interviews, and planning sessions.
- Prepare agendas, take minutes, and follow up on action items.
- Liaise with partners and vendors for collaborations.
- Handle sensitive information with discretion.
Qualifications
- Proven experience in customer service, administration, or sports/fitness operations.
- Strong organizational and multitasking abilities.
- Excellent communication skills, with demonstrated conflict resolution and empathy.
- Proficiency in Microsoft Office/Google Suite; CRM, POS, and social media tools (e.g., Canva, Meta Business Suite) preferred.
- First-aid certified or willing to obtain.
- Basic understanding of financial processes.
- Ability to work independently and as part of a team.
- Adaptability and problem-solving skills in a fast-paced setting.
Work Commitment
- Full-time role, minimum 40-44 hours/week.
- Requires weekends and evenings for events/classes.
- Based at Galaxy Gymnastics, Singapore.
- Probation required with performance review.