Online coaching Client Success Assistant

Job Title: Client Check-In Coordinator About Us: We are a thriving online fitness coaching business that helps women achieve sustainable fat loss, strength, and body confidence. With over 100+ active clients, we provide personalised coaching and support that goes far beyond just workouts and nutrition. Our mission is to simplify the journey for our clients while delivering the highest level of care and accountability. Role Overview: We are seeking a highly organised and detail-oriented Client Check-In Coordinator to support the coaching team by managing client updates. This role involves reviewing client check-in forms each week, extracting key data and progress markers, and compiling them into clear, structured summaries. The goal is to give the coach all the information needed to deliver efficient, personalised feedback — saving time while ensuring nothing important is missed. Responsibilities: Review and process all client weekly check-in forms (submitted via our platform/spreadsheet). Extract and organise key data points including: Body weight, measurements, progress photos Nutrition adherence (calories/macros) Training sessions completed (performance, PBs, struggles) Step count, cardio, recovery Sleep, stress, menstrual cycle notes (if relevant) Wins, challenges, mindset notes Summarise each check-in into a structured weekly note that the coach can read off when giving feedback. Organise summaries in an easy-to-access format (Google Drive/Sheets, Notion, or other system provided). Track week-by-week progress for each client so trends and changes can be easily spotted. Flag any red-flags or urgent issues (e.g. injury, adherence struggles, mental health concerns) to the coach immediately. Maintain strict confidentiality with client data and respect GDPR/data protection guidelines. Requirements: Strong written communication and note-taking skills. Exceptional organisation and attention to detail. Comfortable working with spreadsheets, online coaching platforms, and cloud-based tools. Ability to identify key information and condense it into concise, coach-friendly summaries. Reliable and consistent — must meet weekly deadlines. Experience in fitness/nutrition coaching admin (preferred but not essential — training provided). Professional, trustworthy, and committed to client confidentiality. What We Offer: Remote role with flexible working hours. Training on exactly how to structure summaries to match the coaching style. Supportive team environment and regular communication. Competitive hourly rate or retainer (depending on experience and commitment). Opportunity to grow with the business and take on additional responsibilities. Ideal Candidate: You’re meticulous, love organisation, and get satisfaction from making things simple and structured. You enjoy systems, spotting trends, and supporting others by taking the “heavy lifting” off their plate. This role is perfect if you’re reliable, detail-focused, and enjoy behind-the-scenes work that makes a huge impact. Apply tot his job Apply To this Job