Gym Operations & CRM Virtual Assistant

Australian Fitness Business | Remote | Part-Time

About Us

We're On The Move Health & Fitness, a growing strength and conditioning gym located in Temora, NSW, Australia.

We're looking for an organised, proactive and tech-savvy Virtual Assistant to help manage our back-office operations, improve our systems and support business growth.

We already have a Virtual Assistant who manages our social media, graphic design and creative marketing. You'll work alongside them as part of our team, with your role primarily focused on administration, CRM, reporting, automations and member management.

What You'll Do

Administration & Operations

• Manage our Outlook inbox and Calendly bookings
• Maintain and update our ClubFit gym management software
• Handle membership enquiries, renewals, suspensions and cancellations
• Create and maintain spreadsheets, templates, SOPs and workflows

CRM, Leads & Retention

• Track and follow up new leads through to sign-up
• Monitor sales conversions and membership growth
• Manage member check-ins, at-risk member follow-ups, renewals and win-back campaigns
• Coordinate Google Review requests and follow-ups

Reporting & Automations

• Create weekly and monthly reports on leads, conversions, retention and revenue
• Build and maintain spreadsheets and reporting dashboards
• Set up and improve automated email /SMS workflows
• Identify opportunities to streamline and improve business processes

Marketing Support

• Assist with email marketing campaigns and promotions
• Track campaign performance and results
• Coordinate content scheduling and marketing activities alongside our existing social media and graphic design VA

Must Have

• 2+ years' experience in virtual assistance, CRM or business administration, ideally within a small business
• Excellent written and spoken English
• Strong Excel/Google Sheets and reporting skills
• Experience with CRM systems, automations and SOPs
• Confident using Outlook and other business administration tools
• Excellent attention to detail and organisational skills
• Ability to work independently, solve problems and take initiative
• Reliable internet connection and backup power arrangements
• Ability to commit to consistent, scheduled working days and hours

Highly Desirable / Bonus Skills

• Experience in the gym, fitness or membership-based industry
• ClubFit or similar gym management software
• Calendly, Zapier, Make or Power Automate
• Website setup or editing (Shopify, Wix, WordPress, Squarespace)
• Online shop setup or management, particularly for fitness supplements
• Facebook /Instagram paid advertising

Hours & Pay

• Hourly Rate: $7 AUD per hour
• Hours: 20 hours per week (part-time)
• Weekly Pay: $140 AUD
• Set working days and hours are required and will be agreed upon before commencing
• Must be available during NSW, Australia business hours (Sydney time)
• Applicants must be able to commit to a consistent weekly schedule
• Long-term opportunity with potential for increased hours and responsibilities

Please note: This is a scheduled part-time position, not a flexible, work-when-you-want arrangement.

How to Apply

Please include the following in your application:

1. Short Introduction – Tell us about yourself and your relevant experience.
2. Experience – Outline your experience with CRM systems, spreadsheets, reporting, automations and business administration.
3. Industry Experience – Let us know if you've previously worked with gyms, fitness businesses or membership-based businesses.
4. Examples of Work – Share examples of spreadsheets, reports, SOPs or workflows you've created.
5. Availability – Confirm your preferred working days and hours (Sydney time) and that you're comfortable with the advertised hourly rate.
6. 30-Second Video Introduction – Please provide a link to a short video introducing yourself, explaining your previous experience and why you believe you'd be suitable for this position. A simple recording is fine; no editing is required.

Important Application Instruction:

To confirm you've read this advertisement carefully, please include the words "OTM Operations" at the very beginning of your application.

Applications that do not follow the instructions above may not be considered.

Paid Trial Assessment

Shortlisted applicants will be invited to complete a 2-hour paid practical assessment ($15 AUD total) as part of our recruitment process.

The assessment will evaluate practical skills in document preparation, SOP development and spreadsheet creation.

We're looking for someone who can take ownership of their responsibilities, work independently and help us build better systems as our business continues to grow.

We look forward to hearing from you!

On The Move Health & Fitness
Temora, NSW, Australia