Administrative & Operations Assistant - 12867

Somewhere


Date: 1 day ago
Contract type: Full time
Remote
Job Title: Studio Operations & Admin Coordinator

Location: Remote (Must be available during CET working hours)

Type: Part-time or Full-time (Flexible depending on candidate)

Start Date: ASAP

About The Role

We are a boutique reformer Pilates studio with a strong brand and growing international presence. Our mission is to provide exceptional studio experiences while cultivating a warm, tight-knit community. We're looking for an experienced, detail-oriented individual who can take ownership of daily operations and support the team behind the scenes.

If you're proactive, highly organized, and thrive in a support role that combines customer care, admin, and light finance, this could be the perfect fit.

Key Responsibilities

  • Customer Communications
  • Respond to client inquiries via email, social media, and app support using brand-aligned templates.
  • Maintain timely, warm, and professional communication—without needing day-to-day supervision.
  • Bookkeeping & Accounting
  • Track and categorize all business expenses using a shared Google Sheet or accounting tool.
  • Prepare basic monthly financial summaries.
  • Organize receipts and support inventory tracking and monthly supply orders.
  • Instructor & Class Calendar Management
  • Maintain and update instructor schedules using Google Calendar, Wix, or studio management software.
  • Confirm class coverage, send reminders, and manage substitutions for instructor absences.
  • Newsletter & Content Coordination
  • Draft monthly newsletters using Wix, based on past examples.
  • Update small website text/content as needed.
  • Conduct outreach to nearby offices for corporate discount promotions.
  • Payroll Calculations
  • Calculate monthly payroll for instructors based on classes taught.
  • Provide summaries to leadership/accounting for final approval and payment.

Nice-to-Have Experience

  • Familiarity with CRM platforms or automated client communication tools
  • Loyalty/referral program tracking
  • Simple slide creation for internal or external use
  • Influencer or press outreach using prebuilt templates
  • Social media support (posting, scheduling, or DM responses)

Ideal Candidate

  • Prior experience in a similar role (especially in wellness, fitness, hospitality, or client-facing environments)
  • Exceptional written English communication
  • High attention to detail and strong organizational skills
  • Self-driven, reliable, and capable of independent work
  • Availability during Central European business hours (9am-6pm CET), with flexibility for occasional urgent evening/weekend tasks
  • Proficiency with tools like Google Sheets, Gmail, Slack, Wix, and studio scheduling software

To Apply

Please send your resume and a brief note about why you’re a great fit for this role to [insert email or link]. Bonus: include a sample of a client message you’ve written or describe a time you independently solved a problem at work.
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