Receptionist / Front Office Executive

*Gym Member Coordinator – Role & Responsibilities*

*Primary Goal:*

Ensure a positive, engaging, and organized experience for gym members by managing memberships, fostering community, and acting as the go‑to point for all member needs.

1️⃣ Membership Management

- Process new memberships (applications, payments, agreements).

- Renew, upgrade, or downgrade existing memberships.

- Maintain accurate member database in the gym’s software.

2️⃣ Member Onboarding & Orientation

- Conduct facility tours and explain gym policies, safety rules, and equipment usage.

- Introduce new members to trainers, classes, and community groups.

- Provide a welcome packet or digital guide.

3️⃣ Communication Hub

- Respond promptly to inquiries via phone, email, WhatsApp, or in‑person.

- Send welcome messages, renewal reminders, and promotional updates.

- Use newsletters, SMS, or app notifications to keep members informed.

4️⃣ Community Building

- Organize and promote fitness events, challenges, workshops, and social gatherings.

- Foster a welcoming atmosphere; encourage member interaction and camaraderie.

- Recognize member milestones (e.g., anniversaries, achievements).

5️⃣ Feedback Collection & Improvement

- Conduct satisfaction surveys and feedback forms.

- Address complaints or concerns professionally and promptly.

- Relay member suggestions to management for continuous improvement.

6️⃣ Administrative Support

- Manage locker and facility access (key cards, codes).

- Oversee billing, payments, and refunds.

- Maintain records of attendance, membership status, and member interactions.

7️⃣ Class & Facility Scheduling

- Coordinate class schedules, trainer availability, and room bookings.

- Ensure proper signage and cleanliness of workout areas.

- Monitor equipment usage and report maintenance needs.

8️⃣ Sales & Retention

- Upsell additional services (personal training, nutrition plans, guest passes).

- Implement retention strategies (loyalty programs, referral incentives).

- Track churn rates and work on reducing member attrition.

9️⃣ Compliance & Safety

- Enforce gym policies (dress code, equipment etiquette, COVID‑19 protocols).

- Ensure emergency procedures are visible and understood.

- Assist with incident reporting and follow‑up.

🔟 Community Outreach

- Partner with local businesses, schools, or health organizations for cross‑promotions.

- Represent the gym at community events or health fairs.

1️⃣1️⃣ Reporting & Analytics

- Generate weekly/monthly membership reports (new sign‑ups, renewals, cancellations).

- Analyze trends and provide insights to management for strategic planning.

*Key Skills:*

- Strong interpersonal and communication abilities.

- Excellent organizational and multitasking skills.

- Customer‑service oriented with a friendly demeanor.

- Proficiency in gym management software (e.g., Mindbody, GymMaster).

- Basic knowledge of fitness terminology (helps in liaising with trainers).