Administrative Assistant
Job Summary
We are looking for a friendly, organized, and customer-focused Administrative Assistant to support the daily operations of our Pilates studio. The role will be responsible for managing class bookings, welcoming clients, handling enquiries and payments, maintaining customer records, and ensuring the studio runs smoothly.
Key Responsibilities
- Customer Service & Front Desk
- Welcome clients warmly and provide a positive studio experience.
- Handle enquiries through WhatsApp, phone, email, and social media.
- Assist new clients with registration, class information, and studio policies.
- Follow up with enquiries, trial clients, and inactive clients.
- Class & Schedule Management
- Manage daily class bookings, cancellations, and rescheduling.
- Maintain accurate attendance records.
- Coordinate with Pilates instructors on class schedules and client requirements.
- Monitor class capacity and waiting lists.
- Membership & Payment Administration
- Process membership registrations, renewals, payments, and packages.
- Track outstanding payments and membership expiry dates.
- Maintain accurate customer and transaction records.
- Prepare simple administrative reports when required.
- Studio Operations
- Ensure the reception area and studio are clean, organized, and welcoming.
- Monitor basic studio supplies and arrange replenishment when necessary.
- Assist with opening and closing procedures.
- Coordinate minor operational issues with the Studio Manager.
- Marketing & Client Engagement
- Assist with posting simple updates on social media and WhatsApp.
- Support studio promotions, events, and client engagement activities.
- Encourage client reviews and referrals.
- Maintain good relationships with existing clients.
Requirements
- Good communication and interpersonal skills.
- Friendly, approachable, and service-oriented personality.
- Organized and able to manage multiple tasks.
- Basic computer skills, including Microsoft Office/Google Workspace.
- Comfortable using WhatsApp and social media.
- Previous experience in administration, customer service, fitness, wellness, or hospitality is an advantage.
- Pilates knowledge is not required , but an interest in Pilates and wellness is preferred.
Key Personal Qualities
- Warm and welcoming
- Responsible and dependable
- Detail-oriented
- Proactive and able to work independently
- Patient when handling customers
- Positive attitude and team player
Key Performance Indicators (KPIs)
- Accurate booking and attendance management
- Timely response to customer enquiries
- Membership renewal and follow-up rates
- Customer satisfaction
- Accurate payment and administrative records
- Smooth day-to-day studio operations
Ideal candidate:
Someone who enjoys interacting with people, is comfortable with administrative work, and can make clients feel welcomed, remembered, and well taken care of.