Admin Manager

1. POSITION SUMMARY

The Admin Manager is responsible for ensuring the smooth, accurate and efficient administration of Anytime Fitness Eco Palladium. The role is the key administrative support function of the club, maintaining strong controls over documentation, membership administration, billing and collections, HR records, procurement, facilities records, vendor documentation, compliance tracking and management reporting.

The Admin Manager is expected to demonstrate accuracy, confidentiality, organisation, ownership and professional judgement while supporting the Club Manager and Country Manager in the day-to-day operation of the club.

2. KEY RESPONSIBILITIES

A. Club Administration & Document Control

· Manage the overall administrative functions of the club and maintain an organised document-control system.

· Ensure physical and digital club records are complete, current, secure and easily retrievable.

· Manage incoming and outgoing correspondence, invoices, quotations, purchase orders, service agreements and administrative requests.

· Track document and contract expiry dates and follow up renewals in advance.

· Protect confidential member, employee, financial and company information.

· Provide administrative support and timely reports to the Club Manager and Country Manager.

B. Membership Administration

· Ensure membership applications, agreements and supporting documents are properly completed and recorded.

· Verify membership information entered into the club management system and coordinate correction of incomplete or inaccurate records.

· Administer membership renewals, freezes, transfers, cancellations, upgrades, changes and expirations in line with approved procedures.

· Maintain accurate membership documentation and support periodic database and documentation audits.

C. Billing, Collection & Payment Administration

· Monitor membership billing, payment records, outstanding accounts and overdue balances.

· Prepare collection and outstanding-payment reports and coordinate follow-up with the relevant sales team members.

· Maintain accurate records of payments, refunds, adjustments and approved waivers.

· Support daily and monthly reconciliation processes and escalate unusual discrepancies promptly.

· Maintain records for approved payment channels and ensure financial documentation is supported by proper approvals.

D. Personal Training Administration

· Maintain accurate Personal Training package, client and administrative records.

· Track PT package purchases, sessions and expiry dates where required.

· Support reconciliation of PT sales and preparation of PT performance reports.

· Coordinate PT documentation between Personal Trainers, Head of Sales and club management.

· Verify supporting documentation for PT commissions and incentives before submission for approval.

E. HR & Employee Administration

· Maintain confidential employee personnel files, contracts, identification records, bank details, emergency contacts, attendance, leave, probation, appraisal and training records.

· Support employee onboarding and offboarding, including uniforms, access credentials and required documentation.

· Monitor probation confirmation dates and notify management in advance.

· Assist with preparation of payroll information, incentives, commissions and approved allowances for submission to management or the relevant function.

· Maintain strict confidentiality over employee and payroll-related information.

F. Procurement & Inventory Control

· Coordinate procurement of approved operational supplies and obtain quotations where required.

· Maintain purchase requests, purchase orders, approvals and supporting records.

· Monitor stock levels for stationery, cleaning supplies, toiletries, member amenities, printing materials and operational consumables.

· Conduct periodic inventory checks and maintain an updated inventory register.

· Prevent avoidable stock shortages, wastage and unnecessary over-ordering while operating within approved budgets.

G. Facilities & Maintenance Administration

· Maintain a complete facilities and maintenance tracker for equipment defects, facility issues and repair requests.

· Coordinate approved contractors and vendors and track each request from reporting through completion.

· Maintain service reports, quotations, invoices and preventive-maintenance records.

· Track recurring service dates and escalate urgent safety, equipment or facility issues immediately.

· Support management in maintaining a clean, safe, functional and presentable club environment.

H. Vendor & Contractor Management

· Maintain an updated register of approved vendors and service providers.

· Maintain vendor agreements, quotations, invoices, service records and contract expiry dates.

· Coordinate cleaning, maintenance and other service schedules and verify completion before processing supporting documentation.

· Report vendor performance issues and ensure contractors comply with relevant operational and safety requirements.

I. Compliance & Licensing

· Maintain records for applicable licences, permits, insurance and statutory documentation.

· Track renewal dates and provide management with advance notice of upcoming expiries.

· Support documentation required for audits, inspections and incident reporting.

· Ensure administrative processes align with company policy, Anytime Fitness brand requirements and applicable Malaysian regulations.

· Maintain appropriate handling and confidentiality of member and employee information.

J. Reporting & Management Support

· Prepare accurate and timely daily, weekly and monthly management reports.

· Maintain visibility over outstanding administrative actions, collection status, membership administration, facilities issues, procurement, inventory, employee records, vendor status and compliance deadlines.

· Ensure reports are supported by reliable source documentation and escalate material issues to management.

Pay: RM2,647.27 - RM10,216.29 per month

Benefits:

• Gym membership
• Opportunities for promotion
• Professional development

Work Location: In person