The Role
Manage membership renewals and cancellations in Arketa, run daily/weekly reports, send tailored renewal communications, respond to member emails, track leads and follow-ups for retreats, maintain accurate member data, support CRM data hygiene and a potential migration to Walla, and provide administrative reporting and escalation management.
Summary Generated by Built In
About the Client
Our client is a US-based boutique fitness and wellness studio operating on Eastern Time, serving a loyal community through memberships, classes, and retreats. They rely on a membership-based business model and use Arketa as their core CRM, with potential plans to migrate to Walla. The team values warm, professional client care, operational accuracy, and proactive follow-through.
Why does this role exist?
This role ensures on-time, accurate, and personalized membership renewal outreach while maintaining clean, reliable data in Arketa. By owning renewals, cancellations, and member communications end-to-end, the coordinator will protect recurring revenue, deliver an excellent member experience, and support studio operations during a critical period, including a potential CRM migration. The hire will also drive timely lead follow-ups (e.g., retreats) to convert interest into bookings and help scale high-touch service without overloading studio managers.
The Impact you’ll make
Membership Renewal Operations
- Monitor membership expiration dates in Arketa and run daily/weekly reports.
- Send renewal emails 30 days prior to expiration; tailor templates by pricing plan and note any price changes.
- Launch and manage outbound renewal communications by March 1; track responses and outcomes.
Email & Client Communication
- Manage and respond to membership, renewal, and pricing inbox inquiries via Outlook/Gmail with a warm, professional tone.
- Escalate complex or policy-sensitive cases internally and follow through to resolution.
- Maintain clear, member-facing communication logs for accountability.
Admin & Operations Support
- Track, log, and monitor membership cancellations and cancellation request status.
- Maintain accurate records and update member profiles to reflect changes.
- Provide administrative support to studio leadership for membership-related tasks and reporting.
Lead Management (Retreats and Offers)
- Conduct outreach and timely follow-ups for retreat and program leads.
- Track lead status, next steps, and conversions; ensure no leads go stale.
- Provide concise weekly summaries of lead activity and results.
CRM & Data Integrity (Arketa → Walla)
- Use Arketa daily to update member data, pricing, and statuses with high accuracy.
- Assist with a potential migration from Arketa to Walla (data checks, list cleanup, basic testing).
- Identify and document process improvements and CRM limitations/workarounds.
Skills, Knowledge and Expertise
Required:
- Hands-on experience using Arketa CRM in a fitness or membership-based environment (non-negotiable).
- Proven track record managing membership renewals, pricing updates, and cancellations at scale.
- Exceptional written English and client communication skills (email-first environment).
- Strong organizational skills with experience running daily/weekly reports and tracking follow-ups.
- Ability to work independently during Monday–Friday, 8:00am–5:00pm EST.
Your superpowers are...
- Technical: Arketa CRM proficiency; familiarity with Walla (nice-to-have); Outlook and Gmail; WhatsApp; basic spreadsheets/reporting.
- Process/ops: Meticulous tracking, deadline management, and documentation; comfort with CRM data hygiene and list maintenance.
- Communication: Warm, calm, and professional client tone; clear escalation and follow-through.
- Traits: Detail-obsessed, proactive self-starter, highly trustworthy with sensitive member information, adaptable to change and migration work.
WFH Set-Up:
- Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
- Internet speed of at least 40MBPS
- Headset with an extended mic that has noise cancellation and a webcam
- Back-up computer and internet connection
- Quiet, dedicated workspace at home
You should apply if...
- You love bringing order to high-volume renewals, dates, and pricing details—and nothing slips through the cracks.
- You’re service-oriented and take pride in turning member questions into positive experiences.
- You anticipate issues before they happen (expiring memberships, unanswered emails) and take initiative without reminders.
- You learn new systems quickly, embrace process improvements, and thrive in a fast-paced, collaborative environment.
What to expect...
Work Setup:
- Remote position
- Must have a reliable internet connection and a quiet workspace
- Required to provide own computer with Intel Core i5 or something similar or higher operating system
Working Hours:
- 40 hours per week
- Monday–Friday, 8:00 am–5:00 pm Eastern Time
Compensation:
- $7 per hour
- No benefits package included
Benefits
About
Magic has connected top remote talent with fast-growing businesses for over 10 years.Founded in San Francisco in 2015, we now have thousands of remote workers around the world. Magic is backed by Sequoia Capital and Y Combinator.
Skills Required
- Hands-on experience using Arketa CRM in a fitness or membership-based environment
- Proven track record managing membership renewals, pricing updates, and cancellations at scale
- Exceptional written English and client communication skills (email-first environment)
- Strong organizational skills with experience running daily/weekly reports and tracking follow-ups
- Ability to work independently during Monday-Friday, 8:00am-5:00pm EST
- Proficiency with Outlook and Gmail for managing inbox communications
- Familiarity with WhatsApp for client communication
- Basic spreadsheets and reporting skills
- Familiarity with Walla (nice-to-have)
- Computer with at least 8GB RAM and Intel i5/AMD Ryzen 5 class processor or better
- Internet speed of at least 40MBPS
- Headset with noise-cancelling microphone and a webcam
- Backup computer and internet connection
- Quiet, dedicated workspace at home
- Availability to work 40 hours per week, Monday-Friday 8:00am-5:00pm Eastern Time
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The Company
What We Do
Magic is a frictionless way to plug in thoroughly vetted, cost-effective remote workers, to help scale your key business functions. Through a combination of automation and active work, we tap into our network of vetted remote workers who handle tasks from virtual assistance and customer service to sales lead generation and scheduling across various team members—like magic.
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