Find a Job

back to job postings list

Russell Aquatics Swim School
in Markham
invites applications for the position of
Administrative Manager & Scheduling Coordinator

Sunday, June 30, 2019

Job Description

ADMINISTRATIVE MANAGER - ROLES AND RESPONSIBILITIES

  • Maintain an Upbeat and Friendly Attitude at all Times

  • Know and Adhere to the Russell Aquatics Team Standards, Mission and Motto

  • Provide exceptional customer service to every family we serve

  • Russell Aquatics dress code at all times - see employee manual

  • work cohesively with all team members

  • Follow up with all CSR's & Administrators that all Customer Service Standards are being met

  • Log and Handle any negative feedback or concerns for CSR or Administrators

  • Oversee any individual training or write ups that need to be done

  • oversee student attendance and call each person after 2 no call/no show absences in a row

  • Follow up each new client to ensure they are happy with service

  • hand out feedback forms to parents in the viewing area once a session

  • follow up with clients who have not continued after two sessions

  • follow up with families who have had an assessment but not registered

  • assist with making and moving bookings as needed

  • assist and resolve any client issues that may arise

  • relay any pertinent information given through phone calls or conversations to Aqautic Manager or General Manager for training and follow up- also log this in daily log binder, family notes, & managment logbooks

  • complete client complaint forms, scan and send to aquatic manager and general manager if needed and file in log book

  • contact families on waitlist when openings become avaialble in a timely manner

  • handle class requests from parents

  • assists with making and moving bookings as needed

  • handle instructor requests from parents

  • take payments and address outstanding balances

  • if required and approved by General Manager, create any payment plans and have client fill out the payment plan form

  • process and complete all credits and refunds

  • assist with graduation cerimonies as needed

  • make sure birthday announcements are up to date and displayed in viewing area

  • record daily activity in the daily log

  • assist new clients with creating accounts and reviewing policies and proceedures

  • ensure all resources are available to give parents information on upcoming events

  • maintain safe environment at front desk, kids area and in building

  • follow-up with incident reports left in box

  • update staff pictures

  • inform Aquatic Manager of any shifts that have been requested off and log in "away calender"

  • time off requests - tracking, approving, entering subs on master lists and letting supervisors know

  • staff attendance tracking

  • staff information forms updated, emailed and posted in staff room

  • chemical levels of pool checked when opening building

  • execute daily administrative duties as necessary including but not limited to telephohone, emials, filing and other customer service duties

  • log in all important passwords,emails, contract in a secure location

  • carry out any other responsibilities as delegated by General Manager

  • attend weekly meetings

 

SCHEDULING COORDINATOR - ROLES AND RESPONSIBILITIES

  • Scheduling staff for special events & team building activties
  • ensure all events are listed on master calender
  • meet regularally with department heads (Supervisor, Aquatic Manager & Trainer) to go over any needs
  • send out availability forms each transistion (Fall, Winter, Spring, Summer)
  • build/delete sessions for each transistion in iClass
  • build/delete classes as requested by the General Manager or Aquatic Manager
  • update master lists including levels, first days, repeating a level etc
  • weekly, check on possible consolidations and communicate those to department leads
  • update all scheduling documents
  • ensure that the website is accurate & up to date, including by not limited to FAQ, Policies, About Us page, Schedules, locations etc. Communicate changes to the website designer
  • send all session dates and information to the graphic designer for session flyers and promotional materials
  • attend all weekly meeting

Required Qualifications

  • Background in Aquatics an asset
  • 2-3 years expereince in Customer Service or Administration

Contact Information

Cassidy Romain
General Manager
cassidy@russellaquatics.com
905-471-6767