Operations & Marketing Coordinator

# Virtual Assistant

Operations, Admin and Marketing Support (For BFT - Bodyfit Training )
Remote Role

We are a growing fitness studio based in Melbourne, Australia helping busy adults rebuild strength, consistency and confidence through elite coaching and a strong community.

As the business grows we are looking for a highly organized and proactive Virtual Assistant who can support operations, marketing and member communication so the owner can focus on leadership, coaching and growing the business.

This role is ideal for someone who enjoys systems, solving problems and supporting a growing business behind the scenes.

The role will primarily focus on **administration (around 80 percent of the work)** with approximately **20 percent supporting marketing and content creation**.

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# Key Responsibilities

## Admin and Operations (Approx 80%)

Help keep the daily operations organized and running smoothly.

Responsibilities include

• Managing reports using Excel or Google Sheets
• Updating dashboards and performance trackers
• Maintaining organized folders and documentation
• Managing operational checklists and systems
• Preparing summaries and reports when needed
• Supporting requests from the studio manager

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## CRM and Member Management

Supporting member administration and maintaining accurate data.

Responsibilities include

• Processing membership sales
• Processing refunds when required
• Managing membership pauses
• Updating member details in CRM systems
• Sending member communication through email and text
• Maintaining accurate member records

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## Lead Management and Sales Support

Helping ensure enquiries and conversations are handled quickly and professionally.

Responsibilities include

• Responding to leads and enquiries
• Sell by chat through social media and messaging platforms
• Tracking conversations and outcomes
• Supporting the sales process by keeping data organized

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## Marketing and Content Creation (Approx 20%)

Helping us showcase our coaching, community and member results.

Responsibilities include

• Creating graphics and creatives for events
• Designing Instagram and Facebook content
• Editing short videos or reels from raw footage
• Scheduling and organizing social media posts
• Supporting the planning of marketing campaigns

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## Meta Ads Management

Supporting digital marketing campaigns.

Responsibilities include

• Creating and managing Meta Ads campaigns
• Monitoring campaign performance
• Updating creatives and copy when required
• Reporting on lead performance

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## Social Media and Inbox Management

Helping maintain communication across platforms.

Responsibilities include

• Managing Instagram and Facebook inboxes
• Responding to enquiries and directing leads
• Maintaining positive and professional communication
• Monitoring comments and messages

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# Skills and Experience

We are looking for someone who is

• Highly organized and detail oriented
• Proactive and able to take initiative
• Comfortable working independently
• Strong with written English communication
• Reliable and consistent with deadlines

Bonus experience with

• Canva
• Excel or Google Sheets
• CRM systems
• Meta Ads Manager
• Social media management
• Go High Level (GHL)
• Glofox gym management software

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# Working Hours

The Service Provider will work within the following schedule

Monday to Friday
8:00am to 5:00pm Australian time

This includes

• 8 hours of working time per day
• 1 hour unpaid lunch break

In addition, the Service Provider will complete

2 hours on Saturday between 12:00pm and 2:00pm Australian time

Saturday responsibilities include

• Admin tidy up
• Posting the Saturday reel
• Posting Instagram stories for the studio

If vacation leave or sick leave is required, the Client should be notified as early as possible so work can be reassigned if needed.

Holidays followed will depend on the demand of work and business requirements.

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# Compensation

Monthly compensation

**600 AUD per month**

Payment will be made **fortnightly through Wise** to the service provider’s bank account.

A performance evaluation will occur after **60 days** to ensure the service provider can operate independently, take initiative and support the business effectively.

A **13th month bonus may be provided after one year of service**, depending on performance.

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# Contract Terms

This role operates under an **independent contractor agreement**.

Key expectations include

• Maintaining strict confidentiality of business information
• Protecting member and customer data
• Not soliciting members or suppliers of the business
• All work, content and intellectual property created during the role remains the property of the company

Either party may terminate the agreement with **14 days written notice**.

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# Confidentiality and Intellectual Property

The Service Provider agrees not to disclose or use any confidential information belonging to the Client, including but not limited to

• Customer lists
• Financial data
• Sales information
• Business strategies
• Marketing data
• Operational systems

This obligation remains in effect during and after the termination of the agreement.

All materials, work products, documents and intellectual property created while working with the business remain the property of the company.

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# To Apply

Please include the following in your application

• A short introduction about yourself
• Your previous experience with admin, marketing or CRM systems
• Examples of Canva, design or social media work if available
• Your weekly availability

Please also answer the following question

If you started this role tomorrow, what are three things you would organize or improve first on the admin or marketing side of the business?

Please also include **your favourite fruit at the beginning of your application** and send a message with your fruit so we know you have read the full job description.