HR & Franchise Support Executive

HR & Franchise Support Executive

Company: BeatBox Fitness
Department: HR / Business Support
Employment Type: Full-Time

About the Role

BeatBox Fitness is looking for a highly organized, confident, and communication-driven HR & Franchise Support Executive who can support day-to-day HR activities while also acting as a key communication and coordination point for the business.

The ideal candidate should be comfortable handling phone calls, franchise enquiries, internal and external meetings, follow-ups, scheduling, documentation, and coordination with management and different teams.

This role requires someone who can communicate professionally, take ownership of follow-ups, manage multiple conversations at the same time, and ensure that important calls, meetings, and action items are never missed.

Key Responsibilities

Calls & Communication

• Handle incoming and outgoing business calls for BeatBox Fitness.
• Speak professionally with franchise prospects, candidates, vendors, employees, and other business contacts.
• Understand the purpose of each enquiry and direct or escalate it to the appropriate person.
• Make regular follow-up calls and ensure pending conversations are closed or moved to the next stage.
• Maintain professional communication through calls, WhatsApp, email, and other business channels.

Meetings & Follow-Ups

• Schedule and coordinate Zoom, Google Meet, and in-person meetings.
• Coordinate franchise discussions and management meetings.
• Send meeting confirmations and reminders.
• Attend meetings when required and prepare clear meeting notes.
• Record action items, responsible persons, and deadlines.
• Follow up with concerned team members until action items are completed.
• Maintain an organized meeting and follow-up tracker.

Franchise Support

• Handle initial franchise enquiries and understand basic prospect requirements.
• Schedule franchise consultation meetings with management.
• Follow up with prospective franchise partners after meetings.
• Share approved franchise presentations, documents, and information.
• Maintain accurate records of franchise leads and their current status.
• Ensure no potential franchise enquiry is missed due to lack of follow-up.
• Coordinate internally with management, marketing, finance, and operations regarding franchise prospects.

HR Coordination

• Assist with recruitment activities such as candidate calls, interview scheduling, and follow-ups.
• Coordinate interviews between candidates and hiring managers.
• Maintain recruitment trackers and candidate status updates.
• Support employee onboarding and basic HR documentation.
• Coordinate with employees regarding attendance, documentation, joining formalities, and HR-related requirements.
• Maintain organized employee and recruitment records.

Administrative & Management Support

• Maintain daily task and follow-up trackers.
• Coordinate between management and different teams.
• Prepare basic reports, Excel trackers, presentations, and meeting updates.
• Monitor important pending activities and remind responsible team members.
• Help management stay updated on important calls, meetings, recruitment activities, and franchise enquiries.

Required Skills

• Excellent spoken and written English communication is mandatory.
• Very confident and professional on phone calls.
• Strong interpersonal and relationship-management skills.
• Ability to conduct and coordinate professional business meetings.
• Excellent follow-up and coordination skills.
• Strong organizational and multitasking ability.
• Comfortable speaking with senior management, business owners, candidates, vendors, and customers.
• Good knowledge of Microsoft Excel, Word, Google Sheets, Google Drive, Gmail, and Google Calendar.
• Ability to prepare meeting notes and maintain accurate trackers.
• Basic understanding of CRM or lead-management systems is preferred.
• Ability to work independently and take ownership of assigned responsibilities.

Ideal Candidate

We are looking for someone who:

• Enjoys communicating with people.
• Is confident speaking on calls.
• Can professionally represent BeatBox Fitness.
• Does not hesitate to follow up multiple times when required.
• Keeps excellent records of conversations and meetings.
• Takes responsibility rather than waiting for constant instructions.
• Can manage multiple priorities without missing important tasks.
• Understands when to handle an issue independently and when to escalate it to management.

Key Performance Expectations

The person in this role will be expected to:

• Ensure all important calls and enquiries receive timely responses.
• Ensure meetings are properly scheduled and followed up.
• Keep franchise lead information updated.
• Maintain accurate HR and recruitment trackers.
• Ensure management receives clear updates on pending actions.
• Minimize missed calls, missed meetings, and forgotten follow-ups.
• Maintain professional communication with everyone representing BeatBox Fitness.