Business Operations Intern

Hamptons Swim is a luxury swim school located in the Hamptons and NYC. We are a mobile swim company that provides private swim lessons at clients’ homes and apartment buildings, as well as professional lifeguarding services. Our team is dedicated to providing exceptional service, building lasting client relationships, and making swimming safe and enjoyable for all.

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We are looking for a motivated, organized, and dependable Business Operations Intern to work directly with our Director and Scheduling Coordinator to support the day-to-day operations of our growing business. This is an opportunity to gain hands-on experience in business administration, client communication, scheduling, recruitment, and project management while learning how a small, service-based company operates.

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As an intern, you will have the opportunity to see how different areas of a business work together, from the first client inquiry to scheduling services, managing staff, and supporting company growth. You will also work on a mutually agreed-upon project that aligns with your internship requirements, interests, and professional goals.​

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Roles & Responsibilities:

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• Report directly to the Director and assist with daily administrative and operational tasks

• Respond to phone calls, website inquiries, emails, and other client communications

• Send client intake forms and follow up with initial questions to understand scheduling needs

• Schedule clients and manage appointments using Acuity Scheduling

• Communicate with clients, swim instructors, and lifeguards regarding scheduling and operational needs

• Assist with basic scheduling changes, including last-minute cancellations and rescheduling

• Track client contracts, completed paperwork, and administrative checklists

• Use project management software to organize tasks, track progress, and complete assigned projects

• Use company manuals, internal resources, and AI tools to locate operational information and support assigned tasks

• Assist with calendar management, Zoom meetings, calendar invitations, and other administrative needs

• Update the team on completed tasks and outstanding items through company communication channels

• Assist with recruitment, including posting and monitoring job advertisements on Indeed

• Conduct introductory calls with applicants and take organized notes

• Coordinate interviews with Liz, the owner of Hamptons Swim

• Contact references, assist with background checks, and help prepare onboarding materials for new team members

• Support the Director and scheduling coordinator with ongoing projects and operational needs

• Complete a mutually agreed-upon project that supports both the company's goals and the intern's internship requirements

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What You’ll Gain From This Internship:

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• Small Business Operations: See firsthand how a service-based business operates, from daily administration to long-term planning and growth.

• Business & Project Management: Learn how to prioritize tasks, manage deadlines, track progress, and coordinate multiple projects.

• Client Relations: Develop professional communication skills by interacting with clients, staff, and prospective team members.

• Recruitment & Hiring: Gain exposure to the hiring process, including applicant outreach, introductory calls, interviews, references, and onboarding.

• Scheduling & Operations: Learn how scheduling systems and operational procedures help a service business run efficiently.

• Technology & AI: Gain experience using scheduling platforms, project management software, internal resources, and AI tools to support everyday business tasks.

• Direct Mentorship: Work closely with the Director and gain insight into the decisions, challenges, and responsibilities involved in running a small business.

• Professional Development: Strengthen your organization, problem-solving, communication, and time-management skills.

• Portfolio or Academic Project: Complete a mutually agreed-upon project that may support your academic or professional goals.

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Requirements:

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• Strong organizational skills and attention to detail

• Professional written and verbal communication skills

• Dependable, proactive, and comfortable taking initiative

• Ability to manage multiple tasks and follow through on assignments

• Comfortable communicating with clients and team members

• Basic computer skills and willingness to learn new software

• Ability to handle confidential company and client information responsibly

• Willingness to learn and adapt in a small-business environment

• Interest in business administration, operations, entrepreneurship, marketing, human resources, or a related field is a plus

• Previous administrative, customer service, or office experience is preferred but not required

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Internship Details:

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• Be Located In: Nashville, Hendersonville, or Gallatin, Tennessee area

• Work Arrangement: Primarily remote, with in-person work sessions at local coffee shops approximately 1–3 times per week

• Supervision: Work directly with the Director of Hamptons Swim and assist the Scheduling Coordinator

• Experience: Gain hands-on exposure to business operations, scheduling, client relations, recruitment, and project management

• Internship Project: Complete a mutually agreed-upon project that supports both Hamptons Swim’s goals and the intern’s academic or professional development

• Schedule & Duration:

  • Training: Ideally begins in early May to allow time for training and onboarding before the busy summer season.

  • Summer Schedule: Approximately 20–25 hours per week from Memorial Day through Labor Day.

  • Internship Duration: Ideally runs through the end of August or Labor Day, with the schedule and duration discussed based on business needs, the intern’s availability, and internship requirements.

  • Growth Opportunities: Potential for a pay increase if the intern continues working with Hamptons Swim after completing their required internship hours.

  • End-of-Summer Bonus: Opportunity to earn an end-of-summer bonus based on performance and other applicable criteria.

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If you’re eager to learn, take initiative, and are interested in gaining hands-on experience in business operations while seeing how a small business runs behind the scenes, we encourage you to reach out to learn more about this opportunity!