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Planet Fitness Careers

Administrative Coordinator

Location: Portland, OR

Type: Part Time


Job Summary

The Administrative Coordinator serves as the first impression for the PF Northwest headquarters by providing exceptional service for all internal and external guests. It is a dynamic role intended to support a diverse number of aspects of the business. As our Administrative Assistant, you will provide administrative support to multiple Executives, Supervisors, and Managers within the organization. A successful candidate will possess a broad range of skills including problem solving, relationship building, and high attention to detail. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools such as MS Excel and other office equipment. Ultimately, a successful Administrative Assistant should ensure the efficient and smooth day-to-day operations of our office facility located in Tigard, OR.


We are looking for someone who possesses the following attributes:

Hunger - Ambitious and driven, always on the offense and pushing to be the best version of yourself.

Heart - Capable of handling whatever gets thrown your way, resilient and capable.

Humility - Coachable with a high willingness to learn and grow.

At PFNW we believe in the core values of Honesty and Transparency as well, to have a safe environment that fosters growth and development.

This means we believe it's alright to ask questions and be honest on our shortcomings. We grow together as One Team, One Planet!

 

Essential Duties and Responsibilities 

This job description may be changed to include new responsibilities and tasks or change existing ones as employer deems necessary.

  • Answer, screen, and direct phone calls
    o Transcribe detailed messages
    o Follow up any scheduled calls with a reminder prior to call

  • Facilitate and manage HQ and Executive calendar(s) 
    o Collaborate on logging both recurring and special events
    o Follow up any scheduled calls with a reminder prior to call

  • Coordinate travel arrangements
    o Flights, car rentals, hotel accommodations
    o Manage itinerary using email, call, and/or text

  • Organize schedule and coordinate meetings and appointments
    o Monthly meetings with company executives
    o Quarterly meetings with upper management (includes Regional, Area, and Construction Managers)
    o Prepare agendas for meetings
    o Record, compile, transcribe, and distribute notes of meetings

  • Write and distribute email, correspondence memos, letters, faxes, and forms
    o Follow up to make sure all necessary parties are included on distribution

  • Develop and maintain a filing system
    o Handle request for information and data
    o Retrieve documents from filling system when requested
    o Maintain electronic and hard copy filing system

  • Review and order company inventory
    o Work with the Team to create and maintain accurate par levels for clubs
    o Complete monthly orders to ensure items are always in stock
    o Research new deals and shop prices
    o Maintain a stocked office

  • Maintain contact lists
    o Review quarterly for any changes
    o Update as needed

  • Provide general support to office visitors
    o Update executives on any unexpected visitors
    o Schedule any future meetings accordingly

  • Act as the point of contact for internal and external connections
    o Legal communications

  • Incident reports, insurance claims, lawyer communications
    o Main contact for landlords
    o Main contact for vendors

  • Outreach coordinator
    o Community outreach, such as fundraisers and events
    o Staff outings
    o Corporate gatherings

  • Main contact for HR needs
    o Ensuring clubs are following proper hiring/firing guideline
    o Compile and maintain employee records (Non Disclosures on file for all employees and Non Compete on file for all management)

  • Health Coverage tracking – who is eligible and enrolled

  • Audit club payroll weekly before processing for errors
    o Send any discrepancies to Regional Manager to adjust

 

Qualifications/Requirements 

  • High School Diploma (required); Bachelors degree (preferred) 
  • 2+ years prior experience providing general administrative support 
  • Prior experience serving in an office manager role preferred.
  • Computer proficiency - comfortable with MS Office
  • A passion for fitness and health.
  • Upbeat and positive attitude!
  • Punctuality and reliability is a must.
 

Enhancing people’s lives with an affordable, high-quality fitness experience requires a team of inspiring, motivated and fun-loving go-getters. As one of the largest and fastest-growing franchisors and operators of fitness centers in the United States, Planet Fitness is just getting warmed up. We’re continuously seeking top talent to join us in cultivating the Judgement Free Zone® and shaping the future of our brand.

With more than 1,700 locations in all 50 states, the District of Columbia, Puerto Rico, the Dominican Republic, Canada, Panama, Mexico and growing, there’s plenty of opportunity on our Planet.

This club is independently owned and operated by a franchisee. Your application will go directly to the franchise club, and all hiring decisions will be made by the management of that franchise club. Planet Fitness Headquarters has no direct, indirect or reserved control over the hiring decisions made by any franchise clubs. All inquiries about employment at this club should be made directly to the club, and not to Planet Fitness Headquarters.