GROUP ADMINISTRATOR

GROUP ADMINISTRATOR Application

Thank you for taking interest in the position of Group Administrator.

Please take time to read through the job description ensure you have answered all the questions in the application form in order for your application to be considered.

Reporting to: Operations Lead and Directors

The successful Group Administrator will be responsible for providing best-in-class service to Pinnacle athletes and patients. This role involves supporting the Coaching Team and Department Heads by executing comprehensive administrative tasks, commercial and data tracking and reporting, and marketing activities to ensure smooth, daily operations. The successful appicant must demonstrate knowledge and passion for administrative, accounting and data driven tasks.

KEY RESPONSIBILITIES

Membership Management

• Own and maintain the membership database and CRM ensuring member records, profiles, onboarding, and payments are accurate and kept up to date.
• Manage member accounts and payments, ensuring accounts are in good standing and resolving member requests as they arise.
• Serve as the point of contact for members — communicating on services, terms, and conditions, and collecting feedback periodically.
• Produce membership and operational reports (weekly, monthly, and ad-hoc) and gather data for OKR reporting (utilisation, attendance, revenue), contributing insights to the Operations Lead to support decision-making.
• Assist in monitoring the Pinnacle App to ensure it's operational and running smoothly.

Sales & Expense Management

• Generate and send invoices via Xero, and track daily membership sales, service transactions, and company expenses.
• Maintain expense records and liaise with the accounting firm — providing sales details, payout summaries, and responding to their requests or enquiries.
• Monitor revenue and expenditure to produce accurate management reports for Department Support.
• Prepare and submit weekly and monthly reports, including Sales, Membership, Coaching hours, and Revenue.

Payroll, Human Resource and Business Compliance

• Maintain employee and HR records, including essential documents, in support of HR policy compliance.
• Manage payroll, staff commissions, and annual tax forms.
• Handle staff inquiries and requests, troubleshoot issues, ensure HR policy compliance, and participate in team meetings.
• Ensure business compliance — maintaining accurate business records, insurances, licenses, and service agreements with a high level of confidentiality and accuracy.

Marketing & Administrative Support

• Direct customer enquiries to the appropriate team member, and troubleshoot emergencies in line with company policies/SOPs.
• Design marketing materials in Canva, and maintain/update newsletter templates as needed.
• Maintain and update content across all digital platforms, and produce summaries related to marketing and brand engagement.
• Perform other duties incidental to the above, as requested by the Operations Lead or Director.

Executive Support

• Monitor the CEO's email, responding promptly to anything urgent.
• Manage diary, calendar, and meeting arrangements for the CEO and Directors — including internal/external meetings, calls, appointments, events, and travel, within available time slots.

QUALIFICATIONS AND REQUIREMENTS

Essential

• Bachelors degree in Administration or similar
• 3-5 years related experience preferred
• Strong background in Administrative and Data analysis work
• Team player with excellent communication and interpersonal skills
• Highly-motivated, proactive, independent and analytic worker
• Committed to continuous improvement with an enthusiasm for learning
• Must have a personal laptop
• Fast internet connection

Personal Attributes

• Professional, well-organised, service-minded, and able to work under pressure in a fast-paced environment.
• Proactive with a pleasant personality.

Desirable

• Proficiency in Google Workspace (Sheets, Docs, Calendar);
• Familiarity with CRM (Mindbody preferred) systems for membership and sales tracking;
• Experience in financial record-keeping, including invoicing, expense tracking, and payroll processing. (Experience with XERO is an advantage);
• Ability to design basic marketing materials in Canva and create simple email campaigns in Mailchimp.

WORK ARRANGEMENT & HOURS OF WORK

Salary: Independent Contractor. Negotiable depending on qualifications and experience)

Hours of work: 40 hours per week

Primary Work Location:  Work from home
Must be amenable to face to face meetings within Metro Manila (1-2x a month)

Please complete the application form at https://pinnacleperformance.asia/apply-now-group-administrator and submit your Cover Letter and Resume for the attention of Operations Lead, Dunnrae Acueza, at [email protected].

Applications close 21st August 2026, 17.00 HKT