CRM and Scheduling Assistant

Job Summary:
We have an opening for a reliable and personable Customer Service and Appointment Setting Specialist to support a busy youth athletic training facility. You'll be the first point of contact for member inquiries, handling requests, booking sessions, and keeping our client records organized and up to date. We need someone highly organized, clear and warm in how they communicate, and comfortable working in CRM and scheduling systems all day.

Key Responsibilities:

• Handle member inquiries and requests promptly and professionally
• Book, move, and confirm appointments for training sessions
• Keep lead and member records in the CRM current
• Stay in touch with leads and members to keep the pipeline moving and lower no-shows
• Guide new members through onboarding, including gathering their information and setting them up in the system
• Route requests that need coaching or management input to the internal team
• Maintain accurate, well-organized data across scheduling and CRM platforms
• Take on general administrative tasks that support daily operations

Mandatory Skills:

• Demonstrated experience in customer service, client support, or appointment setting
• Practical experience with a CRM platform (GoHighLevel strongly preferred)
• Excellent written and spoken English with a friendly, professional tone
• Strong organizational skills and meticulous record keeping
• Ability to prioritize and work through a high volume of inquiries without losing accuracy
• Quick to get comfortable with new software
• Diligent, detail-minded, and able to work without oversight
• Strong communication skills and a good sense of 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 on outbound and inbound client phone calls
• Experience supporting a service business built on recurring appointments
• Ability to manage several requests and priorities in tandem
• Working knowledge of basic lead management and follow-up sequences

Why Join Us:
This is a great chance to become the friendly, dependable voice of a growing team that makes a real difference for young athletes and their families. You'll work side by side with a supportive group of coaches and staff, with clear processes and room to take on more responsibility as you settle in. If you enjoy helping people and keeping things running smoothly, you'll feel right at home here.