Fitness Business Automation & CRM management

We’re not hiring a VA.
We’re hiring an Automation and Operations Operator someone who can engineer a smooth client journey, build systems that do not break, and protect the founder’s time like it is revenue.
Project U.P. exists to help ambitious men rebuild a strong, capable body and an unfuckwithable mindset through precision training, precision nutrition, and relentless accountability.
This role sits at the centre of that machine.
If you obsess over clean workflows, airtight handoffs, and client experience that feels premium and effortless, you will thrive here.
If you need constant direction, dislike documentation, or treat automations like set and forget projects, this will not be a fit.

The Mission of This Role:

Build and maintain the operational backbone of Project U.P. so that:
Clients get onboarded fast, clean, and confidently
Nothing falls through the cracks
Automations run reliably and are continuously improved
The founder stays focused on coaching, content, and growth
This is an ongoing role with room to grow hours and responsibility as performance earns trust.

What You Will Own
1) Automations and Systems
You will build and refine automations across the business, with a clear focus on speed, reliability, and client experience. Examples include:
Lead capture to CRM tagging to nurture sequences
Client onboarding workflows from application to payment to app access
Automated reminders for onboarding tasks, testing, check ins, and renewals
Internal notifications and task creation so nothing is missed
Quality control checks and error handling for existing automations
Documentation and versioning so systems are maintainable, not dependent on memory
Tools will likely include some mix of ActiveCampaign, Trainerize +

(automations), Trello, plus Google Workspace and any other stack you help improve.

2) Client Experience Operations
You will manage the logistics that make the client journey feel premium:
Onboarding coordination, confirmations, and follow ups
Scheduling and tracking client testing and key milestones
Ensuring clients complete required steps and know exactly what is next
Updating SOPs, templates, and checklists as we improve the process
Managing the operational side of client support, with clear escalation rules

3) Executive Assistant Support to the Founder
Daily support to protect the founder’s time and keep priorities moving:
Calendar management and scheduling
Inbox triage and follow ups
Creating and tracking tasks across projects
Keeping a clear weekly operations dashboard of what is done, pending, and blocked
Light research, coordination, and vendor follow ups as needed

What Great Looks Like (Outcomes and Standards)
In the first 30 to 60 days, a great hire will deliver:
A clear map of the current client journey with friction points identified
Quick wins implemented that reduce manual work immediately
A stable onboarding pipeline where every step has an owner and a trigger
A documented automation library with naming conventions and logic notes
Weekly reporting that shows what improved and what is still breaking

Ongoing, “great” looks like:
Faster onboarding times, fewer support tickets, fewer missed steps
Automations that are reliable, monitored, and improved every month
A founder who is not drowning in admin and can focus on leverage tasks

You Might Be a Fit If
You have built real automations in Zapier or Make and can explain your logic simply
You understand that client experience is a conversion engine, not just admin
You are process driven, detail oriented, and calm under pressure
You can take vague problems and turn them into clean workflows
You document as you go and you enjoy making systems idiot proof
You communicate clearly, set expectations, and follow through

Bonus Points If:
You have experience with ActiveCampaign tagging and segmentation
You have supported online coaching, fitness, or membership businesses
You have implemented onboarding flows inside training apps like Trainerize
You can build SOPs and checklists that others can execute without you
You think in metrics and can report improvements without being asked
Working Style and Expectations
Remote role
Clear weekly priorities, with daily progress updates
Ownership over outcomes, not task completion theatre
High standards, direct feedback, and room to grow

Compensation and Growth:
Ongoing position
Starting hours: 15 per week
Pay: $125-175/wk with the ability to increase with performance
As trust is earned, this can evolve into Operations Lead or Head of Client Experience responsibilities

How to Apply

Send:
Your CV
A short cover letter with the subject line: Project U.P. Automation VA
A Loom video (2 to 4 minutes) covering:
Your automation experience and your favourite workflow you have built
The tools you know best
Why this role fits your working style
A quick example of how you would improve a messy onboarding system
Optional fast track: include a screenshot or short walkthrough of an automation you built and what it achieved.