ABOUT PALO ALTO FITNESS CLUB
Palo Alto Fit is Palo Alto's premier private personal training facility, home to a team of 30+ professional coaches dedicated to delivering exceptional, individualized training. Our 8,000 square foot appointment-only facility on California Avenue is designed exclusively for high-quality one-on-one coaching, and we are expanding to approximately 12,000 square feet by the end of 2026, every square foot of it dedicated to personal training.
Our clients are professionals, families, and individuals who value expertise, privacy, and a highly personalized training experience. We are not a traditional gym. We are a professional training facility built on relationships, consistency, and long-term client success.
For more than 10 years, Palo Alto Fit has served the Palo Alto community and built a reputation for professionalism, organization, and exceptional client care.
ABOUT THE ROLE
The Sales & Client Relations Specialist owns the client experience from a prospective client's first contact, through onboarding, and into a lasting relationship with the studio. You are the primary point of contact for new and active clients, and you are central to how new clients discover us, choose to train with us, and stay with us.
The role brings together three things: guiding new clients (you run our complimentary fitness assessment and help each person choose the membership and training that fit their goals), owning a complex schedule (you manage an appointment-only calendar across a team of 30+ coaches), and caring for the relationship (you are the warm, reliable point of contact every client can count on).
This is a fast-paced, multitasking role, and it rewards precision. You will regularly handle several clients, appointments, and requests at the same time, and every one of them lands on a real person's schedule. Success requires someone who is exceptionally organized, calm under pressure, detail-obsessed, and takes full ownership of every appointment and client interaction.
The bar here is deliberately high. Everyone on this team earned their place, and that is exactly why they are proud to be here. If you are excellent at what you do, or serious about becoming excellent, you will be surrounded by people who hold the same standard.
WHAT YOU'LL DO
New Client Onboarding and Membership
- Serve as the first point of contact for prospective clients by phone, email, and in person.
- Conduct studio tours and introduce prospective clients to our coaching approach.
- Learn each prospective client's background: fitness history, injuries, lifestyle, and goals.
- Run the Free Fitness Assessment, our complimentary 45-minute in-person consultation and intake (including a baseline body-composition scan) for every prospective client. This is a consultation, not a training session, and we train you to run it.
- Guide each new client to the membership and training package that fit their goals, and complete their enrollment. This is a consultative conversation, never a hard sell: you help people make a decision that is genuinely right for them.
- Guide new clients through our structured onboarding, and document what you learn so coaches can design an individualized program from day one.
- Help new clients establish a consistent training schedule, especially through the important first 90 days.
Client Relations and Retention
- Be the warm, dependable point of contact active clients reach for anything they need.
- Track clients' remaining sessions and help coordinate timely renewals so no one's training lapses unexpectedly.
- Reach back out to clients who have gone quiet, and to past prospects, with genuine, low-pressure care.
- Support retention through thoughtful touches and by catching small concerns before they grow.
Scheduling and Operations
- Manage a high-volume, appointment-only schedule across a team of 30+ coaches.
- Handle multiple scheduling tasks at once while keeping every record accurate.
- Run every client request through one discipline, every time: capture it, do it, and confirm it back to the client.
- Take full responsibility for the accuracy of every appointment. Errors affect clients and coaches alike.
- Maintain accurate client records in our scheduling and CRM systems (MindBody).
- Support smooth daily operations and maintain a professional, welcoming studio environment.
TOOLS YOU'LL USE
- iMac / macOS desktop environment.
- Google Workspace: Gmail, Google Calendar, Google Docs, Google Sheets.
- MindBody for scheduling, session tracking, and account management (or a similar platform; experience is a strong plus).
WHAT WE'RE LOOKING FOR
- Bachelor's degree required.
- No fitness or personal-training background is required. We will teach you how we coach and how we run the assessment. What matters is the personality, the organization, and a genuine enthusiasm for helping people get healthier.
- A genuine passion for health, fitness, and wellbeing, and a personal commitment to an active lifestyle. You will be a credible, enthusiastic ambassador for what training does for people.
- Meticulous attention to detail. You take personal ownership of every appointment and client interaction, and you naturally capture, do, and confirm every request so nothing slips.
- Comfortable having consultative conversations: discussing goals, injuries, and lifestyle, and helping a prospective client choose the right membership and program (guiding, never pushing).
- Background in client services, hospitality, recruiting, people operations, program coordination, or a similar relationship-and-coordination role is a strong fit.
- Thrives in a fast-paced environment and handles multiple priorities at once without losing accuracy.
- Strong communication skills and high emotional intelligence.
- Proficient with iMac/macOS and Google Workspace.
- Professional, dependable, and client-focused.
- Lives within approximately 30 minutes of Palo Alto, CA.
WHO THRIVES HERE
What makes someone successful in this role? These are the traits we see in the people our clients love. If you recognize yourself in this list, we should talk.
- Warm. You greet people by name, make them feel expected, and genuinely enjoy taking care of others.
- Exceptionally organized. A busy calendar calms you down instead of stressing you out, and nothing you own slips.
- Precise. A booking, a payment, a detail is either right or it is not, and you make it right, every time.
- Calm under pressure. Three things landing at once is a normal morning, and you handle it with grace.
- A natural communicator. On the phone and in writing you are clear, brief, and warm, and people feel taken care of after every exchange.
- Coachable. You want structure, feedback, and a system that makes you better every month.
WHY PALO ALTO FITNESS CLUB
- Paid onboarding, with a mentor beside you. Your first weeks are structured, paid learning: a documented operating library, a competency-based learning path, and an experienced teammate mentoring you through your first days at the desk.
- Shadowing before solo. You shadow experienced colleagues in the real work, including real fitness assessments, before you run your own.
- Ongoing mentoring and growth. Development does not stop after onboarding: continued mentoring, and real opportunity for expanded responsibility over time.
- Warm conversations, never cold calls. Every prospective client you speak with reached out to us or booked an assessment. Your work is guiding people to the right decision, never pushing.
- A personal training only environment. Every person on the floor is there for a coached appointment, so the space stays calm, professional, and focused.
- Growing in 2026. We are expanding the facility to approximately 12,000 square feet by the end of 2026, all of it personal training only.
- Professional, and genuinely fun. We take the standard seriously, not ourselves: the team genuinely enjoys the work and each other.
- A clientele you will enjoy taking care of. Executives, physicians, families, and professionals who value expertise and genuinely appreciate great care.
- Work directly with the founder and owner and gain first-hand insight into operating a premier training facility.
- Be part of a team where your organization and care have direct daily impact on real people's progress.
- Complimentary coffee, snacks, and team amenities.
COMPENSATION AND BENEFITS
- $25.00 to $30.00 per hour.
- Additional sales incentives.
- 401(k).
- Complimentary facility access.
- Professional development opportunities.
JOB DETAILS
- Hours: 20 to 40 hours per week.
- Saturday mornings: this role includes working Saturday mornings on a rotating basis, approximately twice a month.
- Location: 310 California Ave, Palo Alto, CA 94306 (in person).
- Job types: Full-time, Part-time.
- Learn more: www.paloaltofit.com
Pay: $25.00 - $30.00 per hour
Benefits:
Application Question(s):
- Do you hold a Bachelor's degree?
- How comfortable are you managing a complex schedule with many appointments, clients, and team members at once?
- How comfortable are you speaking with prospective clients, guiding them through onboarding, and helping them choose the right membership and training program?
- Tell us about a time your attention to detail caught or prevented a mistake.
- Do you have experience with MindBody or a similar scheduling platform?
- Do you currently live within approximately a 30-minute commute of Palo Alto, CA?
- How comfortable are you working in a fast-paced, client-facing role where you handle several things at once throughout the day?
- Are you comfortable working in an iMac/macOS environment and using Google Workspace tools daily?
- Please provide your LinkedIn profile link.
- Are you available to work Saturday mornings on a rotating basis, approximately twice a month?
Work Location: In person
