Fitness Manager: Exempt

Job Description

Job Description

Description:

SUMMARY 

The Fitness Manager is responsible for the daily leadership and operation of Rancho Valencia’s fitness facilities, group fitness programming, and fitness team. Reporting to the Club Director, this position ensures the Fitness Center and studio programming consistently deliver an exceptional luxury wellness experience for resort guests and members.

The Fitness Manager provides hands-on operational leadership while overseeing Fitness Attendants and Fitness Instructors, maintaining facility and equipment standards, coordinating more than 110 weekly fitness classes, and supporting the continued development and optimization of fitness programming.

Essential Responsibilities

Fitness Operations

• Oversee daily operations of the Fitness Center and four fitness studios.
• Ensure consistent operational coverage of the Fitness Center during operating hours.
• Maintain exceptional cleanliness, organization, presentation, and readiness of all fitness spaces.
• Conduct regular facility and equipment inspections and coordinate necessary repairs or maintenance.
• Maintain appropriate operational supplies, equipment, and guest amenities.
• Establish and maintain opening, closing, and daily operational standards.
• Ensure fitness equipment is maintained in excellent working condition and appropriately positioned for guest and member use.
• Partner with Engineering, Housekeeping, and other resort departments to address facility needs.
• Maintain a visible leadership presence throughout the Fitness Center and studios.

Group Fitness & Programming

• Oversee the execution and coordination of more than 110 weekly fitness classes across multiple studios.
• Manage the group fitness schedule to ensure appropriate class variety, instructor coverage, and alignment with guest and member demand.
• Coordinate instructor scheduling, substitutions, cancellations, and schedule changes.
• Proactively address instructor coverage needs to minimize class cancellations and disruptions.
• Monitor class attendance, participation, utilization, and guest/member feedback to identify programming opportunities.
• Evaluate existing programming and provide recommendations to the Club Director regarding schedule adjustments, new classes, instructors, and emerging fitness trends.
• Ensure Fitness Instructors consistently deliver professional, engaging, safe, and high-quality class experiences.
• Support the planning and execution of fitness events, specialty programming, workshops, challenges, and wellness initiatives.

Team Leadership

• Directly supervise Fitness Attendants and Fitness Instructors.
• Participate in recruitment, interviewing, hiring, onboarding, and training.
• Establish clear performance, operational, and service expectations.
• Provide ongoing coaching, recognition, feedback, and performance management.
• Maintain regular communication and engagement with Fitness Instructors, including those who may only be on property for limited hours each week.
• Ensure required certifications, licenses, insurance documentation, and professional credentials remain current as applicable.
• Develop the Fitness Attendant team to confidently support guests, members, instructors, and daily facility operations.
• Foster a professional, collaborative, accountable, and service-focused team culture.
• Ensure associates consistently demonstrate Rancho Valencia and Five-Star service standards.

Guest & Member Experience

• Maintain a visible and approachable leadership presence throughout the Fitness Center and studios.
• Build positive relationships with members and frequent fitness guests.
• Understand evolving member and guest fitness interests and identify opportunities to enhance programming and services.
• Respond to guest and member concerns and provide appropriate service recovery.
• Ensure fitness programming, facilities, amenities, and service standards support Rancho Valencia’s luxury positioning and Forbes service expectations.
• Partner with the Club Director on member engagement initiatives, special events, clinics, challenges, and broader wellness programming.
• Identify opportunities to personalize the fitness experience and strengthen member engagement.

Requirements:

Administrative & Business Responsibilities

• Prepare and manage Fitness Attendant and Fitness Instructor schedules.
• Monitor payroll and labor within established guidelines.
• Review class attendance, participation, utilization, and programming performance.
• Maintain accurate instructor records, certifications, and required documentation.
• Support budget planning and provide recommendations regarding equipment, programming, staffing, and operational needs.
• Monitor equipment condition and contribute to replacement and capital planning.
• Partner with Wellness Administrative Support on purchasing, invoices, supplies, and other administrative processes.
• Provide regular operational updates, performance insights, and recommendations to the Club Director.
• Identify opportunities to improve operational efficiency, programming performance, and the overall guest and member experience.

QUALIFICATIONS  

1. Minimum three years of experience in fitness, recreation, club operations, luxury hospitality, wellness, or a related environment.
2. Previous leadership, supervisory, or team management experience strongly preferred.
3. Demonstrated understanding of fitness operations and group fitness programming.
4. Experience coordinating schedules, programming, instructors, or similar multi-faceted operations.
5. Strong guest-service orientation with the ability to deliver a polished luxury hospitality experience.
6. Strong organizational skills with demonstrated ability to manage multiple priorities and consistently follow through.
7. Excellent written and verbal communication skills.
8. Ability to effectively coach, develop, and hold team members accountable.
9. Strong problem-solving skills with the ability to make sound operational decisions independently.
10. Proficiency with Microsoft Office and ability to learn scheduling, reservation, payroll, and other operational software systems.
11. High school diploma or equivalent required.
12. Availability to work a flexible schedule including early mornings, evenings, weekends, and holidays based on business needs.

Preferred

1. Previous experience within a luxury resort, private club, fitness club, wellness resort, or similar high-end environment.
2. Experience managing a robust group fitness schedule and a diverse team of instructors.
3. Bachelor's degree in hospitality, Recreation, Exercise Science, Kinesiology, Business Administration, or related field.
4. Current nationally recognized Personal Training, Group Fitness, or related fitness certification.
5. CPR/AED certification or ability to obtain certification within an established period following hire.
6. Experience evaluating class utilization, programming performance, and member engagement trends .

SKILLS & COMPETENCIES

1. Collaborative leadership style with the ability to effectively lead both hourly associates and independent fitness professionals.
2. Strong operational leadership and ability to create structure, consistency, and accountability.
3. Exceptional guest service and service recovery skills.
4. Ability to train, coach, motivate, and develop team members.
5. Strong attention to detail and commitment to maintaining Five-Star facility and service standards.
6. Ability to anticipate operational needs and take initiative without continuous direction.
7. Strong judgment and solution-oriented decision-making skills.
8. Ability to remain calm, professional, and effective during periods of high activity or challenging situations.
9. Strong communication and relationship-building skills with guests, members, instructors, associates, and resort leadership.
10. Ability to balance hands-on daily operational leadership with programming development and business responsibilities.
11. Professional appearance and demeanor consistent with Rancho Valencia standards.
12. Ability to maintain discretion and confidentiality regarding guest, member, employee, and resort information.
13. Ability to work collaboratively as part of a team while independently managing assigned responsibilities.

PHYSICAL DEMANDS

1. Frequent standing and walking throughout the Fitness Center, studios, and surrounding resort areas.
2. Frequent or occasional reaching, bending, pushing, pulling, twisting, lifting, and other physical activities associated with inspecting and supporting fitness facilities.
3. Ability to lift and carry fitness equipment, supplies, and other materials weighing up to 25 pounds.
4. Frequent use of hands and fingers for computer systems, fitness equipment, telephones, radios, and other operational responsibilities.
5. Visual ability necessary to inspect fitness spaces and equipment and review printed and electronic information.
6. Hearing and communication ability necessary to interact with guests, members, instructors, associates, and leadership in person, by telephone, and via two-way radio.
7. Ability to safely navigate active fitness environments and respond appropriately to operational and emergency situations.

NOTE : A review of this description has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and requirements are essential job functions.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform other job-related duties assigned by their supervisor.

This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.