Job Description

Membership Renewal & CRM Coordinator (Arketa) - Freelance, Remote

Department: Specialized Roles

Employment Type: Full Time

Location: Philippines

Reporting To: Client via Magic

Compensation: $7.00 / hour

About the ClientOur 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