When many think of a fitness center employee, they picture the athletic trainers or dietitians. However, an important position in any fitness center is the office manager. The duties of an office manager are diverse, so the job requires someone who is versatile and well-trained in administrative tasks and guest relations. If you are an office manager for a gym or recreation center or are looking to become one, keep some responsibilities and needs in mind.
Clerical and Administrative
The office manager's responsibilities are largely clerical and administrative in nature. This could include taking notes during meetings, distributing memos to staff members, organizing files, scanning documents for archiving, scheduling events, making appointments, answering phone calls, organizing spreadsheets and preparing budgets.
A large part of being an office manager in a fitness center is working with customers. The manager may introduce users to products and services, field questions and concerns about the equipment, pricing plan or schedules, and greet incoming customers. The office manager is sometimes called upon to give out coupons or suggest changes that can improve the users' experience.
Though the office manager might have to answer to a supervisor, she is often responsible for being a leader as well. She may delegate responsibility and help keep employees on track, such as receptionists, trainers and sales staff.
The office manager often develops programs that bring in new customers and show appreciation for continuing customers. These can be promotional events aimed at encouraging fitness, offering discounts or simply raising awareness about the fitness center in the community. The office manager delegates some responsibility to employees and volunteers to make the event a success.
During business hours, the office manager might be required to monitor fitness equipment and schedule maintenance or make changes. This could include placing fresh towels at the weight lifting stations or scheduling service on a malfunctioning treadmill. Office managers keep detailed notes of service performed on the machines to ensure users' safety.
The office manager is also responsible for inventory. If the fitness center sells vitamin supplements or fitness guides, the office manager might be in charge of keeping this area neat and the contents in stock and available for purchase.
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