Virtual Assistant â Membership & Operations Coordinator
Outsourcery
1 hour ago
Full-time
Remote
Web Development
This is a remote position.
Contract Type: Part-Time | 80 hours per month | 2pm - 6pm UK
We are looking for a proactive and highly organised Virtual Assistant to support the day-to-day operations of a wellness-focused business. The client provides calm, nature-inspired therapy rooms for psychotherapists, counsellors, and coaches to rent across the UK, while also fostering a supportive professional community for practitioners. In addition to flexible room hire, the company supports members with networking opportunities, an online therapist directory, and tools to help grow their private practices.
This role combines membership support, CRM and booking management, onboarding coordination, directory administration, and light marketing support. The ideal candidate will be detail-oriented, tech-savvy, confident in communicating with members, and comfortable managing multiple administrative processes at once.
What you'll do
Membership Management & Operations
- Manage Hubspot CRM, member management, booking, and billing systems
- Support members with booking system queries and troubleshoot system-related issues
- Liaise with the web/system developer and raise support tickets where required
- Maintain and update onboarding documents, user guides, parking maps, WiFi notices, and operational resources
- Monitor daily bookings, cancellations, and inactive members, escalating concerns where necessary
- Add and manage members within the WhatsApp community group and assist with moderation
Member Onboarding & Support
- Coordinate and manage viewing bookings, and maintain the viewings calendar and pipeline tracking
- Support prospective members through the onboarding journey
- Set up new members on internal systems and provide training on how to use the platform
- Arrange and schedule welcome meetings for new members
- Ensure all onboarding steps are completed accurately and efficiently
Directory & Website Coordination
- Manage member onboarding onto the online directory
- Coordinate photography schedules and liaise with photographers for member group shoots
- Send booking links, reminders, and instructions to members
- Follow up on outstanding member profiles, biographies, and photographs
- Maintain accurate records of member content and assets within member folders
- Provide weekly website and directory update briefs to the web developer
- Update systems to reflect onboarding and directory progress
Marketing & Community Growth Support
- Assist with quarterly MailerLite advertising campaigns and subscriber management
- Request Google reviews from members and suppliers and respond to reviews where appropriate
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Review new member profiles to ensure they are SEO optimised and correctly linked with the company website
Requirements
Must-haves
- Previous experience in an administrative, virtual assistant, membership, or operations support role
- Strong organisational and time-management skills
- Excellent written and verbal communication skills
- Comfortable working with CRM systems, booking platforms, and online tools
- Ability to troubleshoot basic system or user issues independently
- Strong attention to detail and ability to manage multiple workflows simultaneously
- Confident following up with members and external suppliers professionally
Preferred
- Experience using MailerLite or similar email marketing platforms
- Familiarity with website updates, SEO basics, or online directories
- Experience coordinating onboarding or customer/member journeys
- Comfortable working remotely and independently
- Experience within wellness, therapy, coworking, or membership-based environments is advantageous
âPersonal Attributes
- Friendly and professional communicator
- Confidently managing member expectations in a professional and respectful manner
- Empathic & understanding
- Highly organised and process-driven
- Proactive problem solver
- Reliable and responsive
- Strong customer service mindset
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Comfortable managing both operational and community-focused tasks