CRM and Scheduling Assistant

Job Summary:
We're glad to be adding a reliable and personable Customer Service and Appointment Setting Specialist to support a busy youth athletic training facility. This role is the first point of contact for member inquiries, handling requests, booking sessions, and keeping our client records organized and up to date. The ideal candidate is highly organized, communicates clearly and warmly, and is comfortable working inside CRM and scheduling systems every day.

Key Responsibilities:

• Respond to member inquiries and requests promptly and professionally
• Book, reschedule, and confirm appointments for training sessions
• Manage and update lead and member records inside the CRM
• Follow up with leads and members to keep the pipeline moving and reduce no-shows
• Support the onboarding of new members, including collecting information and setting them up in the system
• Escalate requests that require coaching or management input to the internal team
• Maintain accurate, organized data across scheduling and CRM platforms
• Assist with general administrative tasks that support daily operations

Mandatory Skills:

• Proven experience in customer service, client support, or appointment setting
• Hands-on experience with a CRM platform (GoHighLevel strongly preferred)
• Excellent written and spoken English with a friendly, professional tone
• Strong organizational skills and high attention to detail in record keeping
• Ability to prioritize and handle a high volume of inquiries without losing accuracy
• Comfortable learning new software quickly
• Reliable, detail-oriented, and able to work independently
• Strong communication skills and the ability to know when to escalate an issue

Preferred Skills:

• Experience with Mindbody or similar booking and membership management software
• Background in fitness, sports, wellness, or membership-based businesses
• Confidence in handling outbound and inbound phone calls with clients
• Experience supporting a service business with recurring appointments
• Ability to manage multiple requests and priorities simultaneously
• Familiarity with basic lead management and follow-up sequences

Why Join Us:
This is a great opportunity to become the friendly, dependable voice of a growing team that makes a real difference for young athletes and their families. You will work closely with a supportive group of coaches and staff, with clear processes and room to take on more responsibility as you grow into the role. If you enjoy helping people and keeping things running smoothly, you will thrive here.