Administrative Assistant (MindBody Specialist)

Job Description

This is a remote position.

Schedule : Monday to Friday, flexible hours between 8 : 00 AM – 5 : 00 PM (Sydney time)

Total Weekly Hours : 20 hours

Are you a highly organized, tech-savvy professional with experience in administration or virtual assistance? Our client is looking for a skilled Administrative Assistant with at least 2 years of experience and hands-on expertise in MindBody (MBO) software, including reporting. If you thrive at managing multiple inboxes, staying detail-oriented, and communicating clearly, this role is for you. Experience with SharePoint, Teams, Canva, or the fitness industry is a plus. Apply today to help streamline club operations!

Responsibilities

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

Inbox & Communication Support

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.

Lead Management

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

Admin Support

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)

This role reports to two individuals.

Requirements

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)

Independent Contractor Perks

Permanent work-from-home arrangement

Immediate hiring

ZR_27742_JOB

Requirements

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)