Job Highlights:

• Contract type: Independent Contractor
  
• Schedule: Monday to Friday, flexible hours between 8:00 AM – 5:00 PM (Sydney time)
• Total Weekly Hours: 20 hours

MindBody Software Administration

• Troubleshoot booking or account issues for clients
• Set up, update, and manage classes and crèche schedules
• Process membership upgrades, suspensions, cancellations, and refunds as directed
• Generate low attendance reports and send follow-up emails/SMS to clients
• Monitor members coming off suspension and send appropriate communication
• Monitor and retry failed payments, resolve billing issues, and track negative balances
• Process late cancellation and no-show fees, and resolve unpaid classes
• Maintain accurate client profiles, including notes and updates
• Compile and submit weekly/monthly KPI and crèche hours reports

• Coordinate with MindBody support for escalated technical issues
  

• Manage general inboxes across multiple franchise email accounts
• Respond to enquiries using tone-consistent, brand-aligned templates
• Escalate sensitive or urgent issues to franchise owners

• Support communication campaigns such as milestones, expiring passes, birthdays, events, newsletters, etc.
  

• Send welcome emails/SMS to new leads (via MessengerAi or templates
• Manage nurture emails/SMS to leads and trials using templated messages
• Follow up with no-show trials or unconverted leads

• Support testimonial collection and end-of-month flash sales campaigns
  

• Maintain instructor timetables and staff rosters
• Upload class updates or promotions to websites (via TwoTaps)
• Assist with lead trackers and onboarding checklists
• Prepare standard monthly KPI summaries for franchisee check-ins

• Format and manage admin templates (e.g., cancellation forms, welcome documents)
  

• Minimum 2 years of experience in administrative or VA roles
• Hands-on experience with MindBody (MBO) software, including reporting — required
• Excellent written and verbal communication skills in a clear, brand-aligned tone
• Strong organizational skills and attention to detail
• Ability to manage multiple inboxes and club-specific workflows simultaneously
• Proficiency with digital tools such as SharePoint, Teams, Canva (preferred)

• Prior experience in the fitness or service-based industry (a plus)
  

• Permanent work-from-home
• Immediate hiring
• Steady freelance job

 

Please note that since this is a permanent work-from-home position and an “Independent Contractor” arrangement, the candidates must have their own computer and internet connection. They will handle their own benefits and taxes. The professional fees are on hourly rates and the rate depends on your performance in the application process.

 

Job ID: 44049370668