Job Description

Key Responsibilities:

• Client Communication:
• Respond promptly to client emails and text messages, providing excellent customer service and support.
• Address client inquiries, assist with scheduling, and provide information about services offered by the wellness coaches.
• Maintain clear, professional, and empathetic communication at all times.
• Scheduling & Appointment Management:
• Schedule and confirm appointments for clients with coaches, ensuring that there is no overlap and managing cancellations/reschedules efficiently.
• Assist with creating a well-organized calendar for wellness coaches, managing daily, weekly, and monthly schedules.
• Prepare and send appointment reminders to clients.
• Office Management:
• Oversee day-to-day office operations, ensuring the environment is organized, clean, and conducive to wellness practices.
• Handle general office administrative tasks such as filing, document preparation, and ordering office supplies.
• Assist in maintaining digital and physical records for client sessions, payments, and other business operations.
• Support for Wellness Coaches:
• Provide administrative support to coaches, including setting up meetings, preparing materials, and managing logistics.
• Assist in creating client reports, tracking progress, and maintaining necessary documentation.
• Coordinate with coaches to ensure they have everything needed for client sessions and workshops.
• Errands and Business Logistics:
• Run errands for the business, including purchasing supplies, handling deliveries, and other tasks as required.
• Ensure that business operations, such as events or client intake, run smoothly and efficiently.
• KPI Tracking & Reporting:
• Track and report on key performance indicators (KPIs) for the business, coaches, and clients.
• Analyze data related to client progress, business growth, and team performance to assist coaches and management in decision-making.
• Maintain and update systems for tracking client results, appointment metrics, and other relevant data.
• Additional Duties:
• Assist with the planning and coordination of wellness workshops, seminars, or client events.
• Provide backup support in case of staff absence or during peak times.
• Stay updated on wellness industry trends and client needs to proactively support the team and business.

Qualifications:

• Education & Experience:
• High school diploma or equivalent; additional certifications in administration, wellness, or health-related fields are a plus.
• Previous experience in an administrative or assistant role, preferably within the wellness, health, or fitness industries.
• Strong understanding of office management systems and procedures.
• Skills & Competencies:
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Proficiency with office software (e.g., Microsoft Office, Google Suite) and basic knowledge of CRM or scheduling tools.
• Strong attention to detail and the ability to prioritize tasks effectively.
• Ability to work independently and as part of a team.
• Knowledge of wellness and health-related trends is an advantage.
• Creative mindset for marketing and social media tasks.
• Personal Attributes:
• Friendly, approachable, and professional demeanor.
• Passion for wellness and helping others achieve their personal health goals.
• Ability to maintain confidentiality and handle sensitive client information with care.
• High level of integrity, responsibility, and dependability.

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