Client Support & Lead Follow-Up VA — Online Fitness Coaching (Part-Time)

I’m Brad, founder of Built Different, a UK-based online fitness coaching business. I’m looking for an organised, reliable VA to help monitor client engagement, follow up new coaching enquiries, manage Instagram DMs and handle smaller admin tasks.

CLIENT MANAGEMENT

You’ll review client activity in Trainerize (my coaching app) and Systemize (my CRM/coaching management system).

I currently have around 30 clients, rising to almost 50 during peak months leading up to summer.

You’ll check whether clients are logging to my coaching app like their diet and training, completing habits essential to their goals, and signing into the app.

In Systemize (CRM) we use four sections:

• First 30 Days: clients in their first month.
• Red: clients who need immediate attention.
• Amber: clients who are coasting or struggling with consistency.
• Green: clients who are doing well.

You’ll keep clients in the correct section, moving them between stages using agreed criteria.

You’ll send me a clear client action list, ready for my morning follow-ups by 8 am UK time. Include who needs attention, why, relevant dates and context, and when you checked their activity.

I’ll personally contact existing clients and handle coaching decisions. Your job is to take care of the checking, organisation and preparation.

LEAD MANAGEMENT

When someone completes our Facebook lead form, you’ll receive an email notification. They have the option to visit our video sales page and join the programme straight away.

They also receive an email within the first 20 minutes linking to a separate coaching application form. This asks further questions to qualify them and, once completed, takes them back to the video sales page.

Your main responsibility is to follow up leads who haven’t completed that application or joined the programme.

You’ll send our pre-written WhatsApp message as soon as reasonably possible during your working hours, aiming to make first contact within 24 hours. Earlier contact is preferred, but you won’t be expected to be available around the clock.

Check each lead’s current stage before messaging. Find out what’s preventing them from completing the application and help them take that next step.

Keep contact notes, application status and follow-up actions accurate in Systemize. Follow the agreed process for leads who have applied but haven’t joined, and refer questions needing my input to me.

INSTAGRAM DM MANAGEMENT

Manage Instagram DMs during agreed working hours. Respond to enquiries, share appropriate links—including lead magnets, web pages and coaching applications—and have sales conversations with interested prospects using agreed guidance.

Keep track of follow-ups and refer anything needing my input to me.

GENERAL SUPPORT

You’ll also help with agreed admin tasks, maintain clear records, protect client information and flag anything needing my attention.

WHAT I’M LOOKING FOR

• Strong written and spoken English.
• Good organisation, attention to detail and reliable follow-through.
• Experience in customer support, lead follow-up or appointment setting is valuable.
• Previous experience with Trainerize and Systemize/GoHighLevel is helpful, but not essential.
• Confidence learning new systems, working independently and knowing when to ask for help.

HOURS, PAY AND FLEXIBILITY

Pay is a fixed US$450 per month for an expected workload of around 20 hours per week, Monday to Friday.

You’ll manage your own time across the week, spending more time on busier days and less on quieter ones. As long as you get the work done I'm happy.

In return, I expect consistently high standards, deadlines met and reliable lead follow-up during agreed coverage times. If the workload is an issue in this time flag it and we can discuss.

As Built Different grows so will your role, responsibilities and earnings. I'm bringing you in now at a quieter time in our program to get used to the role. Come January I’m looking to have someone I can count on and who I can trust to be a valued part of the business as we grow.

HOW TO APPLY

Please send a brief introduction covering your relevant experience, the systems you’ve used, your availability in UK time and your earliest start date.

Please also answer these two scenarios:
1. Client management
A client hasn’t been logging their diet or training, completing habits essential to their goals, or signing into Trainerize (coaching app).

What do you think you should do in this scenario and how often would you review client activity, and why?

2. Lead management
A new lead has completed our Facebook lead form but ---------- ’t joined the programme or completed the separate coaching application form sent to them by email . Completing that application helps us identify them as a quality lead.

Write an example WhatsApp message you would send to find out what’s stopping them and help them complete the application. Then let me know what you think the best follow up approach would be to try close this lead.

Please keep your application specific to this role. I’m looking for clear communication, sound judgement and evidence that you follow through.