This is a remote position.

We are looking for a Lean Pro Scheduling & Instructor Success Manager to support RTR Pilates with scheduling operations, instructor coordination, payroll accuracy, and systems improvement across multiple studio locations. This role is ideal for someone who is highly analytical, process driven, and comfortable working with scheduling systems, payroll data, automation, APIs, and AI tools. The right candidate should not only manage schedules, but also improve how scheduling, instructor tracking, payroll visibility, and operational reporting are handled.

You will work behind the scenes to support the existing master schedule, optimize instructor coverage, track instructor performance, improve scheduling workflows, and help connect systems such as Mariana Tek, Paylocity, Google Forms, and Google Sheets. This role requires someone who can work independently, spot inefficiencies, recommend better processes, and help build smoother systems for a fast growing studio operation.

Responsibilties:

Scheduling & Workforce Optimization

• 
  Manage and support the existing master schedule across multiple studio locations

• 
  Monitor instructor schedules, class coverage, and availability to ensure proper staffing

• 
  Help optimize schedules based on supply, demand, studio needs, and instructor reliability

• 
  Track scheduling gaps, conflicts, emergency coverage needs, and recurring issues

• 
  Support the implementation of rolling themed day schedules and location based optimization

• 
  Maintain accurate scheduling records and ensure updates are completed on time

Instructor Success & Accountability

• 
  Support the instructor schedule selection process and help ensure it runs smoothly

• 
  Track instructor reliability, attendance, class coverage, and schedule adherence

• 
  Help maintain visibility on instructor standing and performance levels

• 
  Flag instructor accountability concerns to the appropriate manager or leadership contact

• 
  Support systems that reward reliable instructors with stronger schedule opportunities

• 
  Help ensure scheduling standards are followed consistently across the team

Payroll & Data Accuracy

• 
  Own and manage the Mariana Tek side of instructor payroll tracking

• 
  Review instructor class records, schedule data, and payroll related reports for accuracy

• 
  Learn and support the Paylocity workflow to improve payroll visibility and transparency

• 
  Identify payroll friction points and recommend cleaner tracking or automation solutions

• 
  Help track cost per class by studio, instructor, and training category

• 
  Ensure payroll related records are organized, accurate, and easy to review

Automation, AI & Systems Improvement

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  Use AI tools, including Google Gemini, to support workflow improvement and reporting

• 
  Build or support API based solutions that connect scheduling, payroll, and tracking systems

• 
  Improve automations across Mariana Tek, Paylocity, Google Forms, Google Sheets, and related tools

• 
  Identify manual tasks that can be automated, simplified, or better documented

• 
  Create cleaner workflows that reduce friction for leadership, HR, and studio operations

• 
  Help maintain SOPs and process documentation for scheduling, payroll, and optimization

Reporting & Operational Visibility

• 
  Prepare reports on instructor accountability, schedule health, payroll accuracy, and class payment details

• 
  Track complimentary classes, guest passes, and other payment-related class concerns

• 
  Identify revenue gaps, profit opportunities, and process issues connected to scheduling

• 
  Support dashboard creation or reporting tools for instructor performance and schedule metrics

• 
  Provide clear updates to HR, Finance, Regional Managers, and studio operations as needed

• 
  Ensure leadership has reliable data to make scheduling and workforce decisions

Requirements

Job Overview

We are looking for a Lean Pro Scheduling & Instructor Success Manager to support RTR Pilates with scheduling operations, instructor coordination, payroll accuracy, and systems improvement across multiple studio locations. This role is ideal for someone who is highly analytical, process driven, and comfortable working with scheduling systems, payroll data, automation, APIs, and AI tools. The right candidate should not only manage schedules, but also improve how scheduling, instructor tracking, payroll visibility, and operational reporting are handled.

You will work behind the scenes to support the existing master schedule, optimize instructor coverage, track instructor performance, improve scheduling workflows, and help connect systems such as Mariana Tek, Paylocity, Google Forms, and Google Sheets. This role requires someone who can work independently, spot inefficiencies, recommend better processes, and help build smoother systems for a fast growing studio operation.

Responsibilities

Scheduling & Workforce Optimization

• 
  Manage and support the existing master schedule across multiple studio locations

• 
  Monitor instructor schedules, class coverage, and availability to ensure proper staffing

• 
  Help optimize schedules based on supply, demand, studio needs, and instructor reliability

• 
  Track scheduling gaps, conflicts, emergency coverage needs, and recurring issues

• 
  Support the implementation of rolling themed day schedules and location based optimization

• 
  Maintain accurate scheduling records and ensure updates are completed on time

Instructor Success & Accountability

• 
  Support the instructor schedule selection process and help ensure it runs smoothly

• 
  Track instructor reliability, attendance, class coverage, and schedule adherence

• 
  Help maintain visibility on instructor standing and performance levels

• 
  Flag instructor accountability concerns to the appropriate manager or leadership contact

• 
  Support systems that reward reliable instructors with stronger schedule opportunities

• 
  Help ensure scheduling standards are followed consistently across the team

Payroll & Data Accuracy

• 
  Own and manage the Mariana Tek side of instructor payroll tracking

• 
  Review instructor class records, schedule data, and payroll related reports for accuracy

• 
  Learn and support the Paylocity workflow to improve payroll visibility and transparency

• 
  Identify payroll friction points and recommend cleaner tracking or automation solutions

• 
  Help track cost per class by studio, instructor, and training category

• 
  Ensure payroll related records are organized, accurate, and easy to review

Automation, AI & Systems Improvement

• 
  Use AI tools, including Google Gemini, to support workflow improvement and reporting

• 
  Build or support API-based solutions that connect scheduling, payroll, and tracking systems

• 
  Improve automations across Mariana Tek, Paylocity, Google Forms, Google Sheets, and related tools

• 
  Identify manual tasks that can be automated, simplified, or better documented

• 
  Create cleaner workflows that reduce friction for leadership, HR, and studio operations

• 
  Help maintain SOPs and process documentation for scheduling, payroll, and optimization

Reporting & Operational Visibility

• 
  Prepare reports on instructor accountability, schedule health, payroll accuracy, and class payment details

• 
  Track complimentary classes, guest passes, and other payment related class concerns

• 
  Identify revenue gaps, profit opportunities, and process issues connected to scheduling

• 
  Support dashboard creation or reporting tools for instructor performance and schedule metrics

• 
  Provide clear updates to HR, Finance, Regional Managers, and studio operations as needed

• 
  Ensure leadership has reliable data to make scheduling and workforce decisions

Qualifications

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  2 to 4 years of experience in workforce management, operations, logistics, scheduling, systems coordination, or a similar role

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  Must have API development and automation experience

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  Strong experience using AI or automation tools to improve workflows and operational efficiency

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  Strong knowledge of Google Workspace, especially Google Sheets, Google Forms, and shared documentation

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  Experience working with scheduling data, payroll related information, reports, and operational tracking

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  Highly analytical, process driven, and thorough

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  Strong attention to detail, especially with schedules, payroll data, and recurring workflows

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  Able to manage multiple moving parts across scheduling, HR, operations, and payroll

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  Comfortable working independently while providing clear updates during daily check ins

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  Strong problem solving skills with the ability to recommend practical process improvements

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  Good English communication skills for internal updates, documentation, and reporting

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  Able to work in a fast-paced, high performance environment with strong ownership and accountability

Nice to Have

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  Experience with Mariana Tek or similar scheduling software

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  Experience with Paylocity or similar payroll software

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  Experience in workforce optimization, instructor scheduling, or studio operations