Administrative Executive (Club Operations and Member Services)

The Admin Executive serves as the primary point of contact between the riding school and its members, riders, parents, and visitors. This role is responsible for delivering a warm, professional, and efficient front-desk experience while managing day-to-day administrative operations —including membership records, scheduling, billing, and coordination between instructors, stable staff, and management. The ideal candidate combines strong organizational skills with excellent interpersonal ability, as they will be the“face” of the school for most member interactions.

KEY RESPONSIBILITIES

1. Member & Front Desk Management

• Greet and assist members, parents, and visitors in person, by phone, and via email/WhatsApp in a courteous and professional manner.

• Handle enquiries regarding membership plans, riding lessons and stable services.

• Onboard new members: explain policies, collect documentation, and set up member profiles in the system.

• Maintain up-to-date member records, including contact details, medical/emergency information, and riding proficiency levels.

• Address member concerns, complaints, or feedback promptly, escalating to management where necessary.

2. Scheduling & Coordination

• Manage the booking system for riding lessons, arena/facility usage, and instructor schedules.

• Coordinate with instructors and grooms to confirm horse allocation, lesson timings, and any last-minute changes.

• Maintain a waitlist system for popular time slots and notify members of openings or cancellations.

3. Billing & Financial Administration

• Generate invoices for membership fees, lesson packages and other services.

• Track payments, follow up on outstanding dues, and maintain accurate financial records.

• Process refunds, credits, or package adjustments as per policy.

• Liaise with the accounts/finance team for monthly reconciliation and reporting.

4. Records & Compliance

• Ensure all members have signed liability waivers and updated emergency contact information before participation.

• Support audits or inspections by maintaining organized, retrievable documentation.

5. General Office & Operational Support

• Manage day-to-day office operations, including correspondence, filing, and inventory of administrative supplies.

• Support marketing efforts by sharing updates, promotions, and event information with members via email/social channels.

• Assist management with reports on membership numbers, attendance, and revenue as needed on a monthly basis.

• Ensure the reception/office area is presentable, organized, and welcoming at all times.

6. Event & Community Engagement

• Assist in organizing horse competitions and member social events.

• Coordinate registrations, schedules, and communications for competitions or clinics.

• Foster a positive, community-oriented atmosphere among members.

7. Administrative & Operations Responsibilities

• Process and manage public rider payments.

• Resolve payment disputes, discrepancies, and customer queries relating to rider accounts.

• Carry out payment and lesson verification, including checking against SCB records, and managing any discrepancies arising from this process.

• Manage pony ride bookings and enquiries received via email.

• Assist with general inbox management, including responding to emails and booking riders when required.

• Respond to enquiries regarding birthday parties, photoshoots, arena rentals, corporate events, and other venue-related activities.

8. Office & Facility Operations

• Manage inventory of merchandise and stationery and prepare a stationery box for events.

• Maintain the cleanliness and organisation of the office space.

• Assist with events and show setup/cleanup.

• Manage walk-in visitors, answer enquiries, and guideprospective riders through available programs.

• Manage incoming phone calls and customer enquiries, following the standard script.

Basic Qualification

• 3+ years in an administrative, front-desk, or customer-facing role (experience in a sports club, equestrian facility, hospitality, or membership-based organization is a strong plus).