Admin/Customer Service, with some Marketing/Content Creation

Job Application Code: 003748 (add this to the application form)

Working Hours:

QLD hours Part Time

Monday – Thursday (Shift hours is negotiable) – 7-9am & 2-4pm

Friday – 2-3pm

Saturday – 9-10am

Communication:

Viber to communicate with the team

Olympia fam FB group – member group

Overview

Job Description

The company is located in the heart of Brisbane CBD, surrounded by numerous small, medium, and large-sized businesses. Corporate clients are the ideal target audience, so it would be highly beneficial to include outreach to local businesses and large corporations. There are several offers available for corporates to experience the club for free, which can be shared with neighboring businesses. Additionally, the company is open to offering bonuses if the Virtual Angel successfully acquires a corporate client for the gym.

Bonus: Experience in the fitness industry

Key Responsibilities:

Admin/customer service (priority):

- - Reply to emails/texts via MindBody CRM
  - Handle suspensions/cancellations
  - Follow up on defaulted payments (15-20 mins daily)
  - Respond to member inquiries

Marketing/content:

- - Basic video editing, Canva for graphics
  - Social media management (Instagram, Facebook, LinkedIn)
  - Email/text marketing via Mailchimp (weekly newsletters, sporadic promotions)

Additional tasks:

- Google Drive file management
- Posting in members’ Facebook group
- Ad-hoc research/outreach (e.g., equipment sales)
- Personal training session booking outreach

More details:

Membership & Customer Service Support

Handle cancellation & suspension requests via MindBody.
Respond to member inquiries through email & MindBody’s messaging system.
Ensure all inquiries are addressed within the same day.
Follow up with inactive members (bad debt management).
Replying to people who message us via Instagram and Facebook (current clients and new potential clients)

Marketing & Promotions Support

Send out promotional emails & texts via MailChimp. – once a fortnight for newsletter
Ensure timely execution of promotions (e.g., new gloves for Muay Thai classes).
Prepare and schedule email & SMS campaigns.

Social Media & Content Support

Use pre-made templates to create marketing content in Canva. Canva has templates for most items, but you may need to create designs from scratch. You can also use other graphic design tools if preferred.
Assist in posting promotions & announcements on Instagram.
Potentially assist with LinkedIn content management (posting & engagement) – the company has an account but has never actively used it. If the Virtual Angel has experience in this area, they would be expected to take control of the accounts and request the necessary content on a weekly basis for optimisation. Since the company has never utilised LinkedIn effectively, they are unsure where to begin but recognise its potential to attract corporate clients. The Virtual Angel would be responsible for managing both the Olympia account and the personal account of the company representative, acting as the face of the brand.

Basic Video Editing Support

Edit short videos for marketing (CapCut or similar tools).
Assist in repurposing video content for social media.

Administrative & Business Support

Maintain structured admin workflows.
Ensure consistent member communication through MindBody.
Potentially assist with minor website updates (if familiar with Webflow).

Tech Stack Requirements

MindBody (Must have experience) – CRM

MailChimp (for email campaigns)
Canva (for social media & promotional content)
CapCut (or similar video editing tool)
Webflow (Bonus: for minor website updates)

Preferred Experience:

Customer service & admin experience in a gym, wellness, or fitness business.
Basic digital marketing & content management.
Familiarity with managing member databases.
Familiar with using Googledrive

Qualities:

Time Management: Ability to prioritise tasks and manage time effectively.
Problem-Solving: Proactive in resolving issues and handling customer concerns.
Attention to Detail: Ensuring accuracy in member communication, content (spelling, grammar), and promotional materials.
Customer-Centric Mindset: Focused on building positive relationships and resolving client issues.
Creativity: Designing engaging content for social media and marketing using tools like Canva and CapCut.
Collaboration: Working well with the team to achieve company goals.
Adaptability: Willingness to learn new tools and handle a variety of tasks.