Instructor Management & Administration Executive

Key Responsibilities

HR & Payroll Administration

• Assist with payroll processing and administration.

• Generate payroll and HR-related reports for the Hong Kong team.

• Prepare and run payroll-related reports and data checks.

• Transfer and maintain payroll and up-to-date employee records in Talenox

• Maintain proper management and filing of employee personnel files.

• Support day-to-day HR administrative matters and follow up on outstanding items.

Finance & Sales Administration

• Assist with invoice and purchase order (PO) processing.
• Support basic finance-related administrative tasks, including payment and documentation follow-ups.
• Generate operational, financial, and management reports as required.
• Update and maintain sales commission records.
• Assist with monitoring sales data and ensuring timely and accurate reporting.
• Provide support to Sales and Absolute Academy administrative and operational activities.

Instructor Management & Administration

• Manage the weekly scheduling of Pilates and Cycle classes.
• Coordinate instructor availability and assign instructors to classes based on operational requirements.
• Prepare and finalise the weekly class schedule, ensuring all classes have appropriate instructor coverage.
• Coordinate schedule changes, instructor swaps, substitutions, and last-minute adjustments.
• Work closely with instructors and relevant teams to resolve scheduling conflicts and ensure smooth class coverage.
• Transfer and accurately update the finalised class schedule from When I Work (WIW) to Mindbody (MBO).
• Ensure class schedules, instructor assignments, class timings, and other relevant details are accurately reflected in MBO.
• Promptly update MBO when classes are added, cancelled, rescheduled, or when instructor changes occur.
• Communicate schedule changes and updates to instructors and relevant internal teams in a timely manner.
• Monitor the schedule and identify gaps, conflicts, or recurring scheduling issues, escalating them where necessary.
• Maintain accurate instructor attendance and scheduling records.
• Assist with instructor-related administrative matters, including claims and other operational requirements.

Reporting & Data Administration

• Update daily sales and trial figures in tracking sheets using Mindbody data.

• Update daily studio attendance records using Mindbody data.

• Prepare and update monthly sales and inventory reports.

• Assist with compiling operational and management reports.

• Ensure data entered across systems and tracking sheets is accurate and timely.

• Identify discrepancies and follow up with the relevant teams where required.

General Administrative Support

• Provide day-to-day administrative and operational support across the organisation.
• Coordinate and follow up with internal teams to ensure tasks are completed accurately and on time.
• Assist with documentation, data entry, reporting, filing, and other administrative requirements.
• Support Studio Managers, Operations, HR, Finance, Sales, and other teams as required.
• Handle ad hoc administrative, HR, payroll, finance, and operational matters.
• Take on additional responsibilities and projects as assigned by management.

Requirements

• Previous experience in administration, operations, HR, payroll, finance administration, or a similar role.
• Strong organisational and time-management skills.
• Excellent attention to detail and accuracy.
• Strong numerical and data-handling skills.
• Good communication and coordination skills.
• Able to manage multiple priorities and deadlines in a fast-paced environment.
• Comfortable working with confidential employee and business information.
• Proficient in Microsoft Excel, Google Sheets, and other basic administrative tools.
• Comfortable learning and working with multiple systems and software platforms.
• Able to work independently while collaborating effectively with different teams.
• Strong follow-up skills and a proactive approach to completing tasks.

Preferred Qualifications

• Experience in HR or payroll administration.
• Experience with payroll or HR systems such as Talenox.
• Experience with finance or sales administration.
• Experience using Excel / Google Sheets for reporting and data tracking.
• Experience with Mindbody, When I Work, or other scheduling / studio management systems.
• Previous experience in the fitness, wellness, hospitality, or service industry is an advantage.

Key Attributes

• Highly organized and able to manage multiple administrative functions.
• Detail-oriented with a strong focus on accuracy.
• Proactive and willing to follow through on tasks without constant supervision.
• Reliable and accountable in handling recurring deadlines and operational responsibilities.
• Discreet and professional when handling employee, payroll, and financial information.
• Adaptable and comfortable supporting different departments.
• Systems-oriented with the ability to learn and manage multiple software platforms.
• Team-oriented and able to work effectively with stakeholders across the organization.