Job Description
We are seeking a proactive, organized, and tech-savvy Virtual Assistant to support the operations of our growing tennis coaching business. The candidate will be working closely with the business owner, in a friendly team. The ideal candidate will assist with administrative tasks, client communication, marketing, scheduling, and other essential functions to ensure the smooth operation of the business. Working alongside an Executive Assistant and another VA both within Wrkpod.
Job Title
-
Virtual Assistant
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Experience: previous experience as a Virtual Assistant or in a similar role. Experience in sports or fitness industries is a plus.
- Technical Skills: Proficiency in tools like Google Workspace, Microsoft Office, scheduling apps, CRM software, Asana, WordPress and social media management tools (e.g., Canva).
- Communication: Excellent written and verbal communication skills.
- Organization: Strong organizational skills with the ability to multitask and prioritize tasks effectively.
- Tech-Savvy: Comfortable learning new software and digital platforms as needed.
- Availability: Flexible schedule to accommodate the needs of the business. (Day shift only).
- Initiative: Always looking for opportunities for business growth, business sales, and easier customer experience.
- Attention to detail: high attention to details is required.
Job Responsibilities
- Administrative Support:
● Manage and organize all coaches on court calendar, including scheduling tennis lessons, coaching sessions, and meetings.
● Handle email correspondence and respond promptly to inquiries from clients, coaches and third parties.
● Create spreadsheets, documents, and manage reporting.
● Prepare and send invoices, track payments, and follow up on outstanding balances.
● Book tennis courts to deliver classes.
● Manage the database.
● Create SOP’s (Standard Operating Procedures) as required.
● Check company inbox, action and reply to requests.
● Check and respond to sms enquiries and messages.
● Serve as the lead point of contact answering all incoming calls, and make outbound calls as required, be warm, enthusiastic and professional via Dial Pad. - Client Relationship Management:
● Act as the first point of contact for client inquiries, providing exceptional customer service, including phone calls, emails and sms’s.
● Send reminders for upcoming lessons or events and reschedule as necessary.
● Provide solutions and problem solve for customers.
● Positive, bubbly, engaging, charismatic personality, to welcome and engage prospect customers, help and problem solve for customers.
● Proactive and demonstrate initiative in the best interest of customer satisfaction. - Marketing and Social Media:
● Create, schedule, and post engaging content on social media platforms (Instagram, Facebook, etc.) to promote the coaching business, under direction from our marketing Lead.
● Design and distribute newsletters or email campaigns to update clients about upcoming events, promotions, and tips.
● Collaborate with our marketing team. - General Assistance:
● Research tools, trends, and strategies to improve business operations.
● Assist in developing training materials, video tutorials, or other client /coach resources.
● Provide regular updates on completed tasks and ongoing projects.
● Maintain accurate phone records, follow up with potential clients booking trial lessons, to converted into customers.
● Measure retention rates, transition rates, and successfulness of programs, and services offered.
Good luck and God Bless!