Instructor Scheduling & Studio Operations Manager

ABSOLUTE YOU SG PTE. LTD.; Singapore; On-site; SGD 36,000 - 62,000; Full time

Job summary

ABSOLUTE YOU SG PTE. LTD. is looking for an organized administrator to support HR, payroll, finance, and studio operations across the Hong Kong and Singapore teams.

You will coordinate payroll processing, generate HR and financial reports, manage class schedules, and maintain accurate records in Mindbody and Talenox. This role requires strong Excel/Sheets skills, attention to detail, and the ability to juggle multiple priorities in a fast-paced environment.

Qualifications

• 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.

Responsibilities

• 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.
• Assist with invoice and purchase order 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.
• 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.
• 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.
• 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.

Skills

Organisational skills

Time management

Attention to detail

Numerical aptitude

Communication skills

Multi-tasking

Discretion

Teamwork

Tools

Microsoft Excel

Google Sheets

Mindbody

When I Work

Talenox

Job description

ABSOLUTE YOU SG PTE. LTD. is looking for an organized administrator to support HR, payroll, finance, and studio operations across the Hong Kong and Singapore teams.

You will coordinate payroll processing, generate HR and financial reports, manage class schedules, and maintain accurate records in Mindbody and Talenox. This role requires strong Excel/Sheets skills, attention to detail, and the ability to juggle multiple priorities in a fast-paced environment.