Client Success VA for Online Fitness Coaching

About Us:
We’re an Australian online fitness coaching company working with tradies and busy men who want to lose fat, build muscle, and look good shirtless again. Our clients stay longer and get better results because we run tight systems — and now we’re looking for a VA to own those systems.

This isn’t a “just do admin” job. This is about keeping clients on track, flagging risks before they quit, and building out the engine room that makes our coaching business run.

If you’re detail-obsessed, proactive, and love creating order from chaos — keep reading.

ROLE:
Hours: Full time 40hrs/ week (must be available for weekends)
Pay: $1000 AUD + Monthly Performance Bonuses
Schedule: Must overlap with 9am-1pm AEST

Previous experience working within the Fitness Industry HIGHLY Desirable.

WHAT YOU'LL DO

-Client Success (Core of the Role)
-Process & log all client check-ins (Sat–Sun, cut-off Sunday 2pm AEST)
-Update compliance scores & progress trackers in Notion
-Flag red/partial clients, propose fixes, and keep coach updated
-Send client messages based on compliance status (compliant, partial, non-compliant)
-Extract wins & struggles ? add to Wins Vault + suggest improvements (with AI assist)
-Provide Daily Coach Digest (tasks done, clients messaged, risks, blockers)
-Weekly & Monthly Systems
-Monday 9am AEST ? Deliver Weekly Digest (9 sections: wins, red flags, partials, % check-ins, questions, actions, milestones, tasks, completions)
-Track missed check-ins ? remind clients ? update chart
-Prep Monthly 1:1s: progress audit, notes, calendar booking, client reminder, post-call follow-up
-Clip Looms for content & generate content ideas from calls
-Maintain SOP Library: record Looms, create step-by-step guides for every recurring task
-Sales & Lead Tracking
-Track Typeform stats, leads, calls booked/showed, sales closed, and lead sources
-Keep warm leads engaged and moving along pipeline

OUTCOMES WE EXPECT
-Check-in completion ? 85%
-All client messages responded to within 24h
-Every win logged with asset in Wins Vault
-Monthly audits delivered on time
-All clients receive their 1:1 with files prepped
-Weekly lead stats tracked & reported

TOOLS YOU'LL USE
-Notion (databases, SOPs, trackers)
-Slack (team comms, digests, alerts)
-Google Drive / Sheets
-Everfit (training logs & notes)
-Zapier / Make (automations — we’ll train you)
-Canva (proof graphics / content assets)
-HighLevel CRM

YOU ARE:
-Detail-obsessed — you notice what others miss
-Process-driven — you follow SOPs but also improve them
-Proactive — you don’t wait, you take initiative
-Strong communicator — clear written English, concise and friendly
-Tech-savvy — comfortable learning new tools quickly

YOU ARE NOT:
-Someone who waits for instructions every day
-A box-ticker who just “does tasks” without caring about outcomes
-Easily overwhelmed by multiple moving parts

GROWTH PATH
-Start with Client Success Delivery
-Expand into Sales Support + Ops Management
-Long-term role with bonuses for hitting KPIs
-Pathway to Operations Manager for the right person

Please apply through OnlineJobs.ph.