Position Overview

 The Program Coordinator is responsible for assisting with the administration and organization of PhuketFit’s fitness and wellness programs, as well as ensuring smooth guest experiences related to these programs. This role works closely with the General Manager, The Fitness Team and the Front Office/Reception team, helping with day-to-day tasks such as program scheduling, tracking guest data, basic reception duties, and ensuring guests receive high-quality service. While not a management role, the Program Coordinator will be a key point of contact for guests enrolled in programs and a bridge between different departments (e.g., Fitness, Front Office, Kitchen, Housekeeping). 

Program Coordinator Job Responsibilities:

Program Administration & Data Management

• Assist in Program Scheduling: Coordinate class schedules, personal training sessions, and additional activities (e.g., steam/ice bath sign-ups, cooking classes, sunrise walks).
• Maintain Accurate Records: Collect and organize class attendance, personal training logs, guest feedback, and other relevant data into spreadsheets or internal systems (e.g., Service Ops).
• Equipment & Supply Tracking: Monitor inventory of fitness-related equipment (e.g., yoga mats, towels, T-shirts) and facilitate purchase requests if items need replenishing.
• Reporting & Documentation:
• Prepare daily, weekly, or monthly reports on guest attendance, trainer punctuality, and program feedback.
• Assist in the documentation of any equipment maintenance or repairs needed, keeping the GM updated.

Guest Services & Coordination

• Support Guest Check-In/Check-Out (as needed):
• Welcome guests, provide initial orientation for program onboarding, getting clients setup properly on our client personal program dashboards, assisting with initial goal setting, and confirm they have the correct program schedule and information.
• Upon checkout, ensure all program-related charges and feedback forms are completed.
• Guest Engagement:
• Offer assistance and information before and after classes (e.g., directions to studios, reminders of upcoming sessions).
• Respond promptly to guest inquiries or concerns, whether in person or via communication channels (Zendesk, WhatsApp, Line).
• Program Orientations:
• Coordinate body scans, orientation tours, and app/tool setups (e.g., Eat This Much, Chronometer) for new arrivals.
• Provide information about daily/weekly class schedules, vouchers, and onsite facilities.

Cross-Department Collaboration

• Reception & Front Office:
• Collaborate with reception team to ensure guests’ accommodation details are in sync with their program dates.
• Assist with front-office tasks (handling payments, updating records, scheduling car transfers) when required.
• Fitness & Coaching Staff:
• Communicate guest feedback, class attendance, and scheduling changes to trainers/coaches.
• Verify personal training and consultation bookings, coordinating with coaching staff to ensure availability.
• Housekeeping & Maintenance:
• Alert housekeeping to room moves or special setups required for program participants.
• Report any fitness area maintenance issues and track progress of repairs.

Quality Assurance & Guest Feedback

• Collect & Monitor Feedback:
• Encourage guests to complete feedback surveys (preferably 24 hours before checkout) to gather insights on their program experience.
• Keep track of guest comments and escalate concerns to the GM when needed.
• Maintain Clean, Safe Environments:
• Ensure fitness areas, studios, and any program-related spaces remain tidy, stocked, and safe.
• Coordinate with trainers and floor staff to uphold PhuketFit standards in cleanliness and organization.

Administrative Support

• Payroll & HR Support (if required):
• Assist the GM or HR department in verifying trainer attendance/punctuality for accurate payroll.
• Help resolve minor scheduling or attendance issues among fitness staff, escalating larger issues to the GM or HR.
• Purchasing & Inventory:
• Follow correct purchasing procedures for equipment, supplies, and other program-related items.
• Prepare purchase orders and track delivery status.
• General Office Duties:
• Maintain organized digital files for guest data, disclaimers, and any program documentation.
• Assist in scanning, uploading, or archiving documents (e.g., passports, disclaimers) as needed.

Qualifications & Requirements

• Education:
• High School Diploma or equivalent required.
• Additional certification or coursework in fitness, health, or hospitality a plus.
• Experience:
• Minimum 1-2 years of experience in a customer service or admin role (e.g., reception, GSA, or similar).
• Previous exposure to fitness/wellness environments is highly advantageous (though not mandatory).
• Skills & Attributes:
• Strong Communication: Excellent English (spoken and written); other languages beneficial.
• Detail-Oriented: Accurate data entry, maintaining logs, and double-checking schedules/rosters.
• Tech-Savvy: Comfortable using scheduling software, CRMs (Zendesk), property management tools (Hotelogix), and Microsoft Office/Google Workspace.
• Team Player: Ability to collaborate across multiple departments and respond to cross-functional tasks proactively.
• Customer-Focused: Friendly, approachable demeanor with a genuine desire to help guests reach their health and fitness goals.
• Organized & Efficient: Capable of handling multiple tasks, prioritizing workload, and meeting deadlines.

Growth & Opportunity at PhuketFit

By joining PhuketFit as a Program Coordinator, you will gain firsthand experience in the dynamic world of health and fitness hospitality. You’ll be instrumental in ensuring guests embark on successful wellness journeys, all while honing your administrative, communication, and customer service skills. This role offers career growth potential within the organization, allowing you to expand your expertise in fitness program management, wellness coordination, or front office administration.