Senior Fitness Studio Client Operations & Billing Coordinator

We are an established U.S.-based boutique fitness studio serving recurring clients through scheduled appointments, memberships and individual services.

We are looking for an exceptionally organized, experienced and dependable female remote professional to take ownership of the administrative side of our client operations.

This is not a basic virtual assistant or data-entry position.

We are looking for someone with significant administrative experience who can learn our business thoroughly and become the person we trust to keep our scheduling, billing, client accounts and administrative workflow accurate and organized.

For the right person, this is intended to be a long-term position.

Your Responsibilities

You will take primary responsibility for:

-Client scheduling, rescheduling and cancellations

-Maintaining accurate appointment schedules

-Managing client memberships and remaining session credits

-Reviewing billing, payments, renewals and account adjustments

-Reconciling client accounts and identifying discrepancies

-Following up on outstanding payments and administrative items

-Responding professionally to client scheduling and account-related messages

-Tracking membership renewals and expirations

-Maintaining accurate notes in our scheduling/CRM system

-Reviewing upcoming schedules proactively for conflicts or mistakes

-Coordinating scheduling and client requests with our on-site staff

-Following established policies for cancellations, credits, holds and account changes

-Creating simple administrative reports and tracking sheets when needed

-Keeping confidential client and business information secure

Who We're Looking For

We are looking for someone exceptionally accurate, responsible and proactive.

You should be the type of person who:

-Notices when numbers don't match

-Double-checks important work

-Keeps excellent records

-Follows a task through until it is completely resolved

-Notices potential problems before being asked

-Can manage many small details without losing track of them

-Learns systems and procedures quickly

-Is comfortable making decisions within established policies

-Communicates clearly and professionally with clients and team members

-Can work independently without constant supervision
Required Experience

-5+ years of professional administrative, operations, billing, scheduling or client-account experience preferred

-Strong experience working remotely

-Excellent written and spoken English

-Strong computer and technology skills

-Experience with scheduling, CRM, membership or practice-management software

-comfortable working with numbers, billing and account reconciliation

-Excellent attention to detail

-Experience supporting U.S.-based businesses strongly preferred

-Stable work history and professional references

-Experience in an appointment-based, membership-based, medical, wellness, fitness, spa or other client-service business is a plus.

Hours

-This is a part-time position.

-You must be consistently available for approximately a 2-hour working block between 10:00 AM and 2:00 PM U.S. Eastern Time, Monday through Thursday for time-sensitive scheduling, client communication and administrative needs.

-Additional administrative work may be completed more flexibly.

-We expect approximately 8–15 hours per week, depending on business needs. Hours may increase during busy periods and decrease during quieter periods.

-Please apply only if this schedule works for you consistently.

Compensation

$15–$20 USD/hour depending on experience and ability.

We are willing to pay at the top of the range for an exceptional candidate who has the experience and ability to independently take ownership of this role.

Long-Term Opportunity

We're not looking for someone to complete occasional tasks. We're looking for a dependable professional who can learn our business deeply, become an important part of our operations and stay with us long term.

How to Apply

Please include the following with your application:

1) A brief introduction and why this position interests you.

2) Your experience managing scheduling, billing and/or client accounts.

3) The software/CRM/scheduling systems you have used.

4) Your experience working for U.S.-based companies.

5) How long you worked with your two most recent long-term employers.

6) Confirmation that you can consistently work a 2-hour block between 10 AM–2 PM Eastern Time, Monday–Thursday.

7) Your desired hourly rate.

8) Please begin your application with the words “DETAILS MATTER.”

Applications that do not answer the questions above will not be considered.