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Assistant Manager / Front Desk Receptionist & Administrative Coordinator

Location: Balance Fitness & Newport Wellness
52 St. Clair Ave. East, Toronto, ON

Employment Type: Full-Time

Compensation: $21.00–$23.00 per hour (based on experience)

Reports To: Owner & General Manager

About Us

Balance Fitness is a boutique fitness, personal training, health, and rehabilitation studio located in the heart of Toronto. On the third floor of our building, we also operate Newport Wellness, an integrated medical and wellness clinic offering physician and allied health services.

We pride ourselves on delivering exceptional customer service and creating a welcoming, professional environment for both our members and patients. As our businesses continue to grow, we're looking for a motivated, organized, and personable individual to join our team.

This position offers an excellent opportunity for someone who enjoys working in both the fitness and healthcare industries and is interested in growing into an Assistant Manager role.

Position Summary

The Assistant Manager / Front Desk Receptionist is a key member of our team and plays an essential role in the day-to-day operations of both Balance Fitness and Newport Wellness.

This position begins with front desk reception and administrative responsibilities while providing the opportunity to grow into an Assistant Manager position with increasing responsibility in operations, leadership, and business development.

Working closely with the Owner and General Manager, you will help ensure exceptional customer service, support our trainers, physicians, practitioners, and members, and contribute to the continued growth of both businesses.

Key Responsibilities at Balance Fitness

• Welcome members, guests, suppliers, and visitors.
• Answer, screen, and direct incoming phone calls.
• Respond to emails and inquiries professionally.
• Coordinate schedules for trainers and instructors.
• Process memberships and personal training packages.
• Assist with membership renewals and client retention.
• Process payments and maintain accurate client accounts.
• Manage Mindbody software.
• Assist with marketing initiatives, newsletters, and Mailchimp campaigns.
• Support social media and promotional activities.
• Order office supplies and maintain inventory.
• Receive and distribute mail and deliveries.
• Prepare reports and assist with administrative projects.
• Help maintain a clean, organized, and welcoming club environment.
• Resolve member concerns professionally.
• Support the Owner and General Manager with daily operations and special projects.

Newport Wellness Clinic

In addition to supporting Balance Fitness, this position also provides administrative support to Newport Wellness, our medical and wellness clinic located on the third floor.

Responsibilities include:

• Provide front desk coverage for the medical clinic when required.
• Welcome and assist patients professionally.
• Schedule appointments for physicians and allied health practitioners using Jane.
• Support physicians and practitioners with daily administrative needs.
• Process patient payments and billing.
• Assist with referrals, requisitions, and clinic documentation.
• Coordinate communication with patients, pharmacies, specialists, and diagnostic imaging centres.
• Support corporate wellness clients and executive health assessments.
• Maintain confidential patient records.
• Deliver concierge-level service to every patient.

Assistant Manager Responsibilities

As you become familiar with our operations, you'll have the opportunity to take on additional responsibilities, including:

• Supporting membership growth and retention.
• Assisting with sales of memberships, personal training packages, and wellness services.
• Training and supporting front desk staff.
• Coordinating trainer and practitioner schedules.
• Assisting with operational planning.
• Monitoring administrative systems and procedures.
• Helping improve workflows and member experience.
• Assisting with business development initiatives.
• Supporting both businesses wherever needed.

Qualifications

• Minimum 2 years of front desk, reception, administrative, or customer service experience.
• Previous experience in a fitness, wellness, or healthcare environment is considered an asset.
• Experience using Mindbody and/or Jane is preferred.
• Strong knowledge of Microsoft Office (Word, Excel, Outlook).
• Previous experience with an Electronic Medical Record (EMR) system, such as TELUS Health CHR, is considered an asset but is not required. Training will be provided.
• Comfortable learning new software systems.
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.
• Exceptional customer service skills.
• Professional appearance and attitude.
• Highly dependable and detail-oriented.
• Ability to take initiative and work independently.
• Ability to prioritize multiple tasks in a fast-paced environment.

We're Looking For Someone Who Is

• Friendly and approachable.
• Highly organized.
• Proactive and resourceful.
• Comfortable interacting with both fitness members and medical patients.
• Professional and compassionate.
• Tech-savvy.
• A strong team player.
• Eager to learn and grow with our organization.

What We Offer

• Competitive compensation.
• Opportunity for growth into an Assistant Manager position.
• Exposure to both the fitness and medical industries.
• Supportive and collaborative team environment.
• Ongoing learning and professional development.
• A positive workplace where your ideas and contributions are valued.

How to Apply

Please submit your resume and cover letter to esther@balancefit.com.

Subject Line: Assistant Manager / Front Desk Receptionist Application

Application Question

Are you familiar with Mindbody and/or Jane software?

Pay: $21.00-$23.00 per hour

Application question(s):

• Are you familiar with Mindbody?

Education:

• Bachelor's Degree (preferred)

Experience:

• Administrative experience: 1 year (preferred)
• Front desk: 2 years (preferred)

Work Location: In person