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.