About WellFit Center

The Oaks Club WellFit Center is a premier fitness and spa destination focused on total wellness. Our offerings include a robust group fitness program, personal and small group training, Pilates, massage therapy, esthetics, physical therapy, and recovery services. We pride ourselves on delivering an exceptional member experience in a welcoming, professional environment.

Position Summary

The Administrative Assistant is a key member of the WellFit Center team, supporting daily operations across both the fitness and spa departments. This role serves as a primary point of contact for members and staff, ensuring smooth front desk operations, accurate administrative processes, and outstanding customer service.

Key Responsibilities:
Front Desk & Member Support

Answer and manage incoming phone calls, directing inquiries appropriately
Greet members and guests in a warm, professional manner
Assist members with class sign-ups, cancellations, and scheduling using ForeTees
Maintain front desk hospitality standards, including towel availability and cleanliness
Set up, monitor, and restock water and coffee stations
Manage inventory for cups, lids, and beverage supplies

Billing, Reporting & Tracking

Complete and reconcile daily billing
Maintain a daily tracking report (Excel) for:
Massage and spa sessions
Reformer training
Physical therapy sessions
Personal training
Group fitness and Tracks class attendance
Prepare and distribute monthly door reports
Assist with additional operational and performance reporting as needed

Scheduling & Systems Management

Create, update, and maintain the weekly class schedule
Update in-center TV displays with current class schedules and information
Manage ForeTees setup and ongoing maintenance on a daily, weekly, and monthly basis
Recreate monthly schedules one week prior to the start of each new month
Post updates, announcements, and events in ForeTees for member communication

Administrative & Office Support

Monitor and maintain office supply inventory, placing orders as needed
Maintain organized records, files, and administrative systems
Support fitness and spa leadership with administrative tasks and special projects
Ensure the front desk and office areas remain clean, organized, and member-ready

Qualifications & Skills

Previous administrative or front desk experience preferred (fitness, spa, or hospitality environment a plus)
Strong customer service and interpersonal skills
Excellent organizational and time-management abilities
Proficient in Microsoft Office and Excel; experience with scheduling software preferred
Ability to multitask and thrive in a fast-paced environment
Professional demeanor with strong attention to detail
Reliable, punctual, and team-oriented

Schedule

Full-time position scheduled for 40 hours per week, including two weekends per month as part of the regular schedule.
Some evenings and weekends may be required based on operational needs

Physical Demands

Ability to lift up to 50 pounds

Work Environment

Indoor environment with heating and cooling controls.
Occasional outdoor events in extreme Florida heat.

Compensation & Benefits

Competitive compensation based on experience
Benefits package includes:
100% Employer paid Medical Dental and Vision
Paid time off and holidays
401K with employer match
Employee Assistance Program
Club Golf, Tennis, and pickleball privileges

On Florida’s Gulf Coast, The Oaks Club makes a compelling case as the region’s premier residential destination, representing the epitome of an exceptional country club lifestyle, ideally situated minutes from Sarasota’s dynamic cultural scene. The Oaks Club is a place where you can find your place — three distinctive neighborhoods provide a comprehensive selection of choices, including homes situated on Little Sarasota Bay. From townhomes and condominiums to single-family homes and estate-style residences, prospective residents can find exactly what they’re looking for in a dream home, second home, or even vacation getaway. The Club also enjoys an exceptional culinary reputation that extends well past its gates, featuring seasonal menus that showcase locally sourced produce, meat and fish, now further enhanced by an impressive venue expansion. High standards of service inform every aspect of The Oaks Club experience, burnishing its reputation as a sophisticated, even elite lifestyle — yet one that also features a community filled with friendly, fun, and interesting people from a variety of backgrounds and professions.

WellFit Receptionist/Administrative Assistant

WellFit Receptionist/Administrative Assistant

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