Job Description
Location: Remote (Dubai-based timezone required)
Reports to: Managing Director
Company: DXB Sports Massage
Start Date: September 2025
Salary: AED 4,500/month (with performance-based commissions available)
Who We Are
We’re a Dubai-based mobile sports massage provider working with athletes, gym-goers, and busy professionals. We deliver expert recovery wherever our clients are — in gyms, homes, events, or pop-ups. Our goal is to make high-quality sports massage accessible, consistent, and a regular part of every client’s performance routine. We’re known for our reliability, attention to detail, and polished, personal client service.
👋 About the Role
You’ll be the first point of contact for all our clients — managing communication, bookings, therapist schedules, and day-to-day operations through WhatsApp, email, and calendar tools. This is a high-performance remote role where strong communication, speed, and attention to detail are essential. It is also expected that you have a base experience in sales and up-sell.
You’ll coordinate between management, therapists, and clients. You’ll handle rebookings, package usage, follow-ups, and flag any issues before they become problems. We need someone who can think ahead, follow through, and take ownership of their lane — without needing to be micromanaged.
🧩 Key Responsibilities
Client Communication & Sales
- Respond promptly and professionally to client messages via WhatsApp, email, and phone
- Guide clients on services, pricing, therapist details, and appointment options
- Encourage rebookings and promote packages with a light-sales approach
- Send feedback requests after sessions and follow up to support retention
- Ability to handle objections and negotiate whilst thinking on your feet.
Scheduling & Coordination
- Manage daily therapist calendars using Google Calendar and Acuity
- Coordinate appointment times clearly with both clients and therapists
- Update schedules throughout the day as bookings change or issues arise
- Flag potential overlaps, gaps, or concerns ahead of time
Daily Admin & Operations
- Complete daily checklists: confirm appointments, log payments, track package redemptions
- Maintain clear and accurate records in Google Sheets
- Submit daily summaries or notes when required
- Ensure booking flows are clean, with no double-ups or missed steps
- Track client statuses and provide useful notes for therapist context
Event Support (Occasional In-Person)
- Attend corporate activations, sports events, or wellness pop-ups when needed (advance notice provided)
- Assist with setup, check-in, and on-site coordination
- Represent the brand in a professional, friendly manner
🛈 Note: Event days are compensated with a day off in lieu (not additional pay)
⚙️ Tools You’ll Use
- WhatsApp (primary communication)
- Gmail (formal correspondence)
- Google Calendar + Acuity (real-time scheduling)
- Google Sheets (tracking and admin logs)
- Canva (optional) — for creating simple visuals/promos if needed
⏰ Working Hours
- 6-day workweek; Monday to Friday, plus one weekend day (pre-agreed)
- 8:00 AM to 6:00 PM, including a 1-hour break
- Real-time responsiveness required during working hours
- Event days will be scheduled in advance and compensated with a day off in lieu
Skills
💡 Who We’re Looking For
This isn’t a basic admin job. We’re looking for someone sharp, confident, and structured — someone who knows how to keep things running and communicate with both clients and internal teams.
You must be:
- Fluent in English — both in writing and speech (clean, clear, and error-free)
- A natural communicator who leads conversations and doesn’t sit around waiting for instructions
- Experienced — at least 5 years in admin, coordination, receptionist, or client-facing roles
- Comfortable working with both leadership and team members — able to report up and communicate down smoothly
- Organised to a fault — checklists, logs, follow-through… it’s all second nature to you
- Someone who documents everything properly — including your own handovers and notes
- Able to identify missing context and ask smart questions — not flood chat with noise, but pinpoint gaps
- Autonomous — you don’t need to be spoon-fed or reminded to get things done
- Detail-obsessed — if something’s off, you spot it
- Energised by helping systems improve — not just reacting, but taking initiative
