Administrative Officer

About the role

The Administrative Officer will support the daily operations of a swim academy, ensuring smooth registration, scheduling and customer service processes. This role acts as the main point of contact for parents, students and coaches, handling enquiries and maintaining accurate records.

Key responsibilities

• Answer phone calls, WhatsApp messages, emails and walk‑in enquiries from parents and students.
• Manage student registrations, assessments, enrollments and class schedules.
• Process course renewals and term bookings accurately and efficiently.
• Maintain student records, attendance logs and membership information.
• Provide clear information about swimming programs, levels, schedules and academy policies.
• Handle customer complaints professionally, escalating to the Swim Academy Supervisor when necessary.
• Coordinate lesson timetables, instructor schedules and pool lane allocations.
• Arrange make‑up classes and communicate schedule changes to families.
• Prepare daily, weekly and monthly administrative reports, including attendance and enrollment summaries.
• Create and update student profiles, attendance and renewal data in the Odoo ERP system.

Required profile

• Diploma or bachelor’s degree in Business Administration, Management, Customer Service or a related field.
• Minimum two years of experience in administration, front‑desk or customer‑service roles.
• Experience in sports academies, swim schools, fitness centres or educational institutions is preferred.
• Familiarity with ERP systems, particularly Odoo, is an advantage.
• Strong verbal and written communication skills in English; Arabic is a plus.

Required skills

• Proficiency with the Odoo ERP platform.