Admin and Finance Executive

Job Title: Admin and Finance Executive, Snap Fitness

Reporting To: Core Team / Finance Lead
Work Hours: Full-Time (5.5 days/week)
Work Location: HQ-based with periodic support to gym sites (Toa Payoh, Pasir Ris Central, others)

Role Overview

The Admin and Finance Executiveplays a mission-critical role in the success and sustainability of our gym operations. Behind every great gym experience — from seamless member onboarding to clean, well-stocked facilities and timely trainer payouts — is a robust administrative and financial backbone.

This role is not just about numbers or paperwork. It’s about ensuring operational clarity, financial discipline, and regulatory compliance that allows our team to serve our members better. From processing member requests to reconciling daily sales, from coordinating maintenance vendors to preparing monthly financial reports, the Admin and Finance Executive ensures that every backend detail is in order so that the frontline can deliver excellence.

We are looking for someone who takes pride in precision, follows through on tasks with discipline, and thrives in a fast-paced, multi-site environment. If you're driven by structure, integrity, and impact, this role offers a unique opportunity to shape how our gyms run — quietly but powerfully.

Detailed Scope of Work

1. Finance & Accounting Operations

• Perform bank reconciliations across all sales platforms (Glofox, GymSales, PayNow, card terminals).
• Track all incoming and outgoing payments, entering and tagging them accurately in Xero or QuickBooks.
• Maintain accounts receivable/payable, follow up on outstanding payments, and support debt recovery efforts.
• Prepare monthly cash flow statements, financial summaries, and cost tracking reports.
• Support audit readiness by compiling and submitting necessary documentation and reports.

2. Revenue & Sales Records Audit

• Audit and reconcile records related to:
  • Membership fees and renewals
  • PT packages and trial sessions
  • Drop-in and freemium classes
  • InBody scans, towel/locker rentals, merchandise
  • Keycard deposits and shared session fees
• Maintain proper documentation for all waivers, package agreements, and deposits.
• Investigate discrepancies between system sales and bank settlements.

3. Vendor Invoicing and Payment Processing

· Handle the full lifecycle of vendor and contractor invoicing — from receipt and validation to internal approval and payment scheduling.

· Cross-check that all works or services are completed satisfactorily, referencing job orders, photos, and confirmation from Club OICs before processing payment.

· Maintain a central log of all vendor invoices, payment timelines, and any disputes or service issues.

· Ensure prompt payment to vendors and contractors in line with agreed terms to maintain trust and service continuity.

· Reconcile vendor payments with bank records and file all related documentation (e.g. PO, delivery notes, service reports).

· Support management in reviewing service value for money and highlight any irregular pricing or invoice patterns.

4. Membership Admin & Customer Support

• Handle all backend processing of:
  • Membership pauses, terminations, refunds, and billing queries
• Coordinate with club managers to verify frontline records and resolve member cases.
• Ensure all adjustments are properly recorded and digital archives are updated.
• Track arrears and assist with structured follow-ups to reduce delinquent accounts.

5. Debt Recovery Operations

· Maintain a comprehensive tracking system for all overdue membership payments and bad debt cases, updated in coordination with all Club OICs.

· Liaise with debt recovery companies or agencies to initiate collection actions on aged cases or non-responsive members.

· Prepare supporting documentation, including contracts, receipts, and system logs, to support recovery efforts.

· Monitor effectiveness of recovery partners and propose process adjustments to keep bad debt ratios low.

· Where required, support management in filing civil claims or initiating legal proceedings against errant or willfully non-paying cases.

· Submit monthly debt recovery status reports, flagging at-risk accounts and outcomes.

6. Procurement & Inventory Management

• Manage centralized procurement of:
  • Office supplies, cleaning materials, towels, PT tools, InBody paper, etc.
• Coordinate stock checks and deliveries to gym sites.
• Maintain accurate inventory and vendor logs, monitor reordering thresholds.
• Vet supplier invoices against purchase orders and delivery documentation.

7. Vendor, Contractor & Maintenance Coordination

• Coordinate and follow up with vendors for:
  • Gym equipment maintenance, repairs, aircon servicing, plumbing, stickers, and minor works.
• Track all maintenance jobs, ensure proper closure with documentation and photos.
• Maintain an updated and reliable vendor list with rates and contact points.

8. Regulatory and Landlord Licences

• Maintain a compliance calendar to ensure timely renewal and submission of:
  • Fire safety, aircon service logs, signage licences, pest control, NEA notices
• Coordinate all submissions to landlords and government agencies.
• Archive approvals and service reports in a centralized digital filing system.

9. Financial Reporting and Internal Controls

• Support the Core Team in preparing monthly reports, budgets, and financial dashboards.
• Track all PT commissions, bonuses, and staff claims for approval and payment.
• Assist in pricing simulations or profitability models when required.
• Maintain a clean, auditable trail for all payments, refunds, and manual overrides.

10. System and Process Improvement

• Identify inefficiencies in backend workflows and recommend improvements.
• Propose automation or digitization of records (e.g., using Google Sheets, Xero reports).
• Keep SOPs updated and assist in system transitions or software adoption projects.

11. Glofox System Management and Data Accuracy

· Maintain a strong working knowledge of the Glofox system, which underpins membership, class bookings, payment tracking, and operational workflows.

· Perform regular checks to ensure Glofox data accuracy — including member plans, class attendance, revenue reports, and trainer session logs.

· Extract, clean, and reconcile data from Glofox for:

o Membership billing and revenue auditing

o Class and session payments

o PT commission calculations and attendance verification

· Liaise with Club OICs and trainers to rectify discrepancies in class records, attendance logs, or billing setups.

· Work with the Core Team and vendors to resolve system issues, bugs, or feature mismatches, and provide input for any customisation or reporting needs.

12. Administrative and Event Support

• Maintain proper documentation of:
  • Invoices, contracts, payment records, event forms, and regulatory files
• Support Core Team and frontline managers in events, community programs, or studio launches.
• Handle deliveries, signage logistics, and back-office vendor coordination for campaigns.

13. Corporate Secretariat Support

• Assist the Corporate Secretariat in document preparation and filing:
  • Resolutions, ACRA submissions, licensing, insurance renewals, and statutory reports
• Maintain organized corporate records, submission calendars, and file tracking logs.
• Coordinate with external vendors, authorities, or landlords for compliance documents.

14. Our Requirements

• Diploma or Degree in Accounting, Business Administration, or related fields
• 2–3 years’ experience in SME-level accounting or operations
• Strong command of Excel, familiarity with Xero / QuickBooks a bonus
• Detail-oriented, self-driven, and organized
• Strong follow-through skills and ability to coordinate with multiple stakeholders
• Willingness to travel between gym sites occasionally

15. Reporting and Performance Tracking

· Prepare timely, structured reports to support decision-making by the Core Team and improve operational clarity across sites.

· Ensure all reports are accurate, consistent, and aligned with verified data from systems (e.g. Xero, Glofox, internal logs).

· Reports to include, but not limited to the following Monthly / Quarterly Reports:

Bank Reconciliation Report

→ Breakdown of all inflows/outflows by platform, matched against system sales.

Revenue Audit Report

→ Reconciliation of sales by category (membership, PT, group classes, services, merchandise), with comparison to bank entries and system logs.

Debt Recovery & Arrears Report

→ List of all overdue accounts by gym, status of follow-ups, outsourced recoveries, and write-offs proposed.

Procurement and Inventory Report

→ Summary of monthly purchases, stock levels, reorders, vendor issues, and consumption trends.

Maintenance & Vendor Jobs Report

→ Tracker of all service jobs requested, completed, pending, and any flagged concerns with vendors or quality.

Licensing and Compliance Calendar

→ Timeline of upcoming licence renewals, submitted reports, and regulatory engagements.

PT Commission and Bonus Tracker

→ Monthly computation of PT commissions and bonus eligibility, supporting payroll processing.

Operations Exception Log

→ Log of anomalies or escalations (e.g. billing errors, payment reversals, member disputes) for audit trail and trend analysis.