Receptionist / Admin Assistant – Little Stars Sports Club

We are seeking a well-presented and proactive Receptionist/Admin Assistant to join our team at a children’s Sports Academy in Abu Dhabi. The role involves managing front desk operations, providing administrative and customer support, and ensuring smooth coordination between coaching staff and facility teams.

The ideal candidate is organized, well-spoken, and adaptable, able to handle multiple tasks at once and approach every responsibility, big or small, with professionalism and care. The position includes a mix of onsite and remote administrative work.

Responsibilities

1. Administrative Support & Coordination

• Provide general administrative assistance, including answering phone calls, responding to emails, addressing WhatsApp inquiries, and handling correspondence.
• Coordinate appointments, manage calendars, and assist with daily scheduling.
• Prepare and distribute documents and reports as required.
• Communicate effectively with coaches, management, and the facility teams to support smooth academy operations.

2. Customer Service

• Greet visitors, students, and parents, ensuring a warm, professional, and child-friendly atmosphere.
• Provide accurate information and guidance about academy programs, schedules, and policies.
• Respond to inquiries, resolve minor complaints, and address customer needs in a courteous and timely manner. Refer complaints to management as needed.
• Represent the academy positively and maintain a high standard of service in all interactions.

3. Registration and Enrollment

• Assist with student registration and enrollment, ensuring all data is accurate, complete, and securely handled.
• Process payments, issue receipts, and maintain accurate financial records in line with confidentiality policies.
• Coordinate with coaching staff to assign students to appropriate classes based on their level and age.

4. Records and Data Management

• Maintain and update student records, profiles, emergency contacts, and medical information in the academy database.
• Ensure all records are accurate, up to date, and compliant with data protection and privacy policies.
• Track inventory of office and administrative supplies and coordinate restocking as required.

5. Event and Program Support

• Provide administrative and logistical support during events, competitions, workshops, and academy programs.
• Assist with communication, registration, and coordination for event participants.
• Work closely with coaches and management to ensure smooth event execution.

6. Office and Facility Management

• Maintain inventory of office supplies, place orders, and ensure materials are available as needed.
• Manage incoming and outgoing mail, packages, and deliveries.
• Ensure the academy remains clean, organized, and well-presented at all times, making sure that equipment, furniture, and materials are in their proper places and in good working condition.
• Provide basic assistance to children when needed, such as offering a bandage or disinfecting a minor scrape, and act promptly in rare cases of illness, spills, or accidents to maintain a safe and hygienic environment until the landlord’s cleaning or maintenance teams arrive.
• Coordinate with external facility and cleaning teams (assigned by the landlord) to ensure timely maintenance, restocking of supplies, and overall cleanliness of the academy areas.
• Promptly report and follow up on any maintenance or safety concerns.

7. Additional Duties

• Perform any additional tasks as needed to support the smooth operation of the academy.
• Be adaptable and proactive .

Job Details

Preferred Candidate

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