Senior Operations Coordinator

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TYPE OF WORK

Full Time

SALARY

$770- $1,050 USD/Month

HOURS PER WEEK

40

DATE UPDATED

Jul 26, 2026

JOB OVERVIEW

Member Experience | Executive Support | Remote

Full Time | Australian Business

Salary: US$770–1,050 per month, based on experience, capability and performance.
Salary is paid monthly in Australian Dollars (AUD). The advertised USD range is an approximate guide based on current exchange rates.

We're looking for one exceptional person, not dozens of average applicants.

If you're someone who takes pride in creating order, solving problems and making businesses run better, we'd love to hear from you.

This is an opportunity to become a valued member of a growing Australian business where your contribution genuinely matters. We're looking for someone who wants to build a long term career with us, take ownership of their role and grow alongside Compass Pilates.


About Compass Pilates

Compass Pilates is a premium Reformer Pilates studio on the beautiful Central Coast of Australia.

Our mission is simple:

Move Better. Feel Better. Live Better.

We're known for exceptional member experiences, strong operational systems and a supportive team culture.

As our business continues to grow, we're looking for an experienced Senior Operations Coordinator who will become the operational backbone of Compass Pilates.

This is not an entry level Virtual Assistant role.

We're looking for someone who enjoys ownership, thrives on organisation and loves making sure nothing falls through the cracks.


Your Mission

Your role is to become the operational backbone of Compass Pilates.

You'll ensure our systems remain accurate, our members receive exceptional service and our leadership team always has reliable information to make confident business decisions.

Approximately 70% of your role will focus on Operations & Systems and 30% on Member Experience & Executive Support.

You'll identify problems before they become issues, improve processes where appropriate and ensure the business runs smoothly every day.


What You'll Be Responsible For:

Operations
• Manage our day to day operational systems and administration.
• Process bookings, membership changes and cancellations.
• Maintain accurate records across all business systems.
• Monitor workflows to ensure nothing is missed.
• Identify operational issues and recommend improvements.
• Follow documented systems and procedures consistently.

Member Experience
• Respond professionally to member enquiries.
• Manage membership holds, upgrades, downgrades and cancellations.
• Follow up bounced payments and payment enquiries.
• Apply approved account adjustments where required.
• Record detailed member notes in ---------- nce after every interaction.
• Follow our member retention process before processing cancellations.

Timetable & Studio Coordination

• Monitor the timetable throughout your shift.
• Coordinate instructor cover.
• Update timetable changes accurately.
• Monitor class capacity.
• Identify scheduling risks before they become problems.
• Ensure the timetable is always accurate.

Lead & Member Tracking

• Maintain accurate lead tracking.
• Support Kickstarter workflows.
• Update CRM information.
• Maintain Orange Flag reporting.
• Escalate Red Flag members promptly.
• Monitor attendance trends and member engagement.

Reporting & Executive Support

• Maintain membership, sales and operational reporting.
• Track staff compliance and qualification expiries.
• Prepare weekly reports.
• Support the business owner with calendar management, meeting summaries, action tracking and operational projects.


What Success Looks Like

Success in this role isn't measured by how busy you are.

It's measured by operational excellence.

You'll know you're succeeding when:
• Members receive accurate information the first time.
• Nothing falls through the cracks.
• Reports are accurate and up to date.
• Leadership trusts the information you maintain.
• Every task is fully completed, including documentation and system updates.
• Problems are identified before they become bigger issues.
• Members enjoy a seamless experience because everything behind the scenes simply works.

Key Performance Indicators

Performance will be measured by:
• Inbox cleared a minimum of three times each day.
• Member enquiries responded to within agreed service levels.
• ---------- nce actively monitored during rostered hours.
• Weekly operational reports delivered on time.
• Accurate booking, membership and lead tracking.
• Orange Flag reporting maintained and actioned.
• Red Flag members escalated promptly.
• Timetable maintained accurately.
• Complete documentation for every member interaction.
• High levels of accuracy across all business systems.

Performance reviews will be conducted at 30 days, 90 days and annually thereafter.

Who Will Thrive In This Role

You'll probably love this role if you naturally:

- Enjoy creating order.
- Love organised systems.
- Take ownership without waiting to be asked.
- Double check your work before considering a task complete.
- Notice when something doesn't look right.
- Think ahead.
- Enjoy solving operational problems.
- Finish every task completely.
- Communicate professionally in written English.
- Take genuine pride in doing great work.

This Role Probably Isn't For You If...

• You prefer creative work over operational work.
• You dislike spreadsheets or maintaining systems.
• You become bored by routine administration.
• You often leave tasks unfinished.
• You wait to be told what to do.
• You dislike accountability.
• You struggle following documented procedures.

Experience We'd Love

Experience in any of the following is highly regarded:

• Operations or Administration.
• Executive Assistant.
• Pilates, Fitness or Wellness.
• Allied Health or Medical Practices.
• Membership based businesses.

Experience with ---------- nce, Mindbody, WellnessLiving, Vagaro or similar booking systems is highly desirable.

Systems You'll Use

• Google Workspace.
• Google Sheets.
• ---------- nce.
• Trello.
• Meta Business Suite.
• Zoom.

If you've used similar systems and learn software quickly, we'd still love to hear from you.

Work Structure

• Full Time.
• Six days per week.
• Two half days, one of which must be Saturday.
• Hours overlapping Australian business hours.
• Daily communication with the business owner.
• Daily stand up update.
• End of day summary.

This is a long term position and is not suitable as a second job or freelance role.

What We Offer

• Long term stable employment.
• Salary reviews based on performance.
• Clear systems and documented procedures.
• Ongoing coaching and feedback.
• Opportunities to grow into senior operations leadership.
• A supportive, respectful team culture.
• A role where your ideas and initiative genuinely matter.

Growth Opportunity

We're looking for someone who wants to build a career, not simply complete tasks.

As Compass Pilates continues to grow, this role has the opportunity to develop into a senior operational leadership position with increasing responsibility and remuneration.

Our Recruitment Process

Step 1
Please submit:

• Your CV.
• A 2 to 3 minute Loom video answering the following questions:

1. Tell us about the operational systems you've used in previous roles. What systems did you use and what were you responsible for?

2. Tell us about a time you identified a problem before your manager or team noticed it. What did you do and what was the outcome?

3. Why does this role at Compass Pilates appeal to you and what makes you believe you're the right fit?


Step 2
Shortlisted applicants will complete a short operational assessment using real business scenarios.


Step 3
Final shortlisted applicants will be invited to a video interview.


Ready to Apply?

We're looking for someone who wants more than another remote job.

We're looking for someone who wants to become an important part of our business for years to come.

If you're passionate about creating order, improving systems, taking ownership and making a genuine impact every day, we'd love to hear from you.

To show you've read this advertisement carefully, please begin your application with the words "Strength Through Systems".

Applications will remain open until the right person is found.

We look forward to meeting you.

Robyn Linkhorn
Founder
Compass Pilates

SKILL REQUIREMENT
Email Support Administrative Support English Proficiency
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