Administrative Assistant MindBody Specialist

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
• Rate: Up to PHP300 per hour (to be paid on the selected candidates local currency)

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)

Benefits

Independent Contractor Perks

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

Reminder:

• Apply directly through the link provided; you will be redirected to BruntWork’s Career Site. You must complete your application through this link to fulfill the initial requirements, which include pre-screening assessment questions, a technical check of your computer, and a voice recording. Applications with complete requirements will be prioritized.
• Please note that this is a permanent work-from-home position under an Independent Contractor arrangement. Candidates must have their own computer and reliable internet connection. As independent contractors, they will be responsible for managing their own benefits and taxes. Professional fees are based on hourly rates, which will be determined by performance during the application process.

Job ID: 44049370668