Administrative & Client Experience Coordinator

Administrative & Client Experience Coordinator - The Quarry Elite Strength Training

Location: Toronto Rock Athletic Centre (Oakville, ON)

Reports to:  Head Strength & Conditioning Coach

Position Type: Full-time or Part-time (daytime + some evenings/weekends)

THE QUARRY

Elite Strength Training

Dig Deep. Rise Strong.

The Quarry is a new high-performance strength and conditioning centre launching in April 2026 as part of the Toronto Rock Lacrosse organization and located inside the Toronto Rock Athletic Centre in Oakville .

Purpose-built for serious athletes and driven adults, The Quarry delivers small-group and private strength training in a professional-sport environment—fully integrated with the club’s performance ecosystem, including the Toronto Rock Sports Medicine Centre—to support long-term development, resilience, and elite preparation.

Role Overview

The Administrative & Client Experience Coordinator is the operational backbone of The Quarry, responsible for ensuring the gym runs smoothly, professionally, and at a high standard every day.

This role blends front-of-house excellence , administrative organization , sales support , and day-to-day digital presence management — serving as the primary point of contact for members, prospects, coaches, and the broader community.

The ideal candidate is detail-oriented, proactive, and comfortable representing a high-performance brand both in person and online.

Key Responsibilities:

Client Experience & Front Desk Operations

• Serve as the first point of contact for members, prospective clients, and visitors
• Greet clients professionally and support a positive, high-energy training environment
• Respond promptly to phone calls, emails, website inquiries, and social media messages
• Provide accurate information about programs, schedules, memberships, and pricing
• Schedule tours, intro sessions, and consultations with coaches

Sales Lead Follow-Up & Onboarding

• Track and follow up on inbound sales leads in a timely, professional manner
• Support coaches by qualifying leads and booking next steps
• Guide new clients through onboarding, including waivers, orientation, and scheduling
• Ensure a smooth, organized start for new members and athletes
• Maintain up-to-date client records in booking and CRM systems

Scheduling & Program Administration

• Manage class schedules, trainer availability, and room bookings
• Coordinate schedule changes and communicate updates to clients and staff
• Support seasonal programming, camps, and special events
• Assist with waitlists, cancellations, and class capacity management

Facility & Equipment Oversight

• Maintain the cleanliness, organization, and presentation of the gym space
• Ensure equipment is set up, stored, and maintained to The Quarry standards
• Monitor equipment condition and coordinate repairs or replacements
• Liaise with operations staff to ensure daily readiness of training spaces

Social Media & Digital Presence

• Maintain and update The Quarry’s social media accounts (primarily Instagram)
• Post approved content including: class highlights, athlete and member moments, coach-led content and announcements, event, schedule updates and promotions
• Capture basic in-gym photos and short video clips (iPhone-level content)
• Respond to direct messages and comments in a timely, professional manner
• Coordinate with management on messaging, campaigns, and brand standards
• Flag engagement trends, common questions, or content opportunities to leadership

This role supports day-to-day social presence and engagement; strategic marketing direction will be provided.

Administrative & Operational Support

• Manage client documentation, waivers, and basic billing administration
• Assist with reporting on memberships, attendance, and sales activity
• Support internal communication between coaches, management, and partners
• Assist with special projects, events, and initiatives as needed

Qualifications & Experience:

Required

• 2+ years of experience in administrative, customer service, or front-desk roles
• Strong organizational and time-management skills
• Excellent written and verbal communication
• Comfort using scheduling, booking, and CRM software
• Experience using social media platforms in a professional or business setting
• Professional demeanor and attention to detail

Preferred

• Experience in a fitness, sports, or wellness environment
• Sales support or customer success experience
• Basic content creation experience (photo/video on mobile)
• CPR / First Aid certification (asset)

Personal Attributes

• Organized, dependable, and proactive
• Comfortable engaging with people in person and online
• Strong sense of professionalism and brand awareness
• Calm and adaptable in a fast-paced environment
• Takes pride in creating a polished, high-standard experience

Schedule Expectations

• Daytime availability required
• Some evening and weekend shifts based on programming needs
• Flexibility during events, camps, or seasonal launches

Why Join The Quarry

• Be part of an elite, performance-driven training environment
• Work within the Toronto Rock Organization ecosystem
• Play a key role in client experience, operations, and brand presence

How to Apply

Interested candidates should submit a resume and brief cover letter outlining their experience in administration, client service, and digital communication. Please send to with \"The Quarry\" in the subject line.