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)

Elite Strength Training

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.

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.

• 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
• 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

• 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

• 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

• 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.

• 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

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

• Experience in a fitness, sports, or wellness…