Program Director — Martial Arts School
Gracie Barra Burnaby — Full-Time — Surrey, BC —
About Gracie Barra Burnaby
Gracie Barra is one of the world’s largest and most respected Brazilian Jiu-Jitsu organizations, with schools in over 60 countries. Gracie Barra Burnaby is a thriving, community-driven school in Burnaby, BC, proudly serving over 300 active members across our adult, kids, and afterschool programs. We are built on the values of Brotherhood, Integrity, and Development — and those values shape everything we do, both on and off the mats.
We are looking for an exceptional person to join our team as Program Director — the heart of our school’s daily operations and the face of our community.
About the Role
The Program Director is the primary operational leader of Gracie Barra Burnaby. This is a full-time, people-first role that sits at the intersection of sales, customer service, student relations, and school administration. You will work closely with the Head Instructor and ownership to ensure the school runs smoothly, our students feel supported, and our community continues to grow.
This is not a behind-the-scenes role — you will be the first face people see, the first voice they hear, and the person who sets the tone for the Gracie Barra experience at our school.
Schedule
- Monday to Friday: 12:00 PM – 7:00 PM
- Saturdays 8:30 - 12:30
- Flexibility required when intro lessons or school events fall outside standard hours
What You Will Be Doing
Sales & Enrollment
- Present Gracie Barra programs to prospective students and families
- Schedule, confirm, and follow up on all introductory lesson appointments
- Manage the full new student enrollment process from first contact to signed membership
- Follow up with no-shows and pending enrollments
- Handle objection and cancellation calls with professionalism, working to retain students
- Track and report enrollment conversion rates to ownership
Student Retention & Client Relations
- Build and maintain strong relationships with students and parents
- Proactively identify at-risk or absent students and execute follow-up strategies
- Handle student complaints and feedback with care and professionalism
- Conduct resell calls for freeze and cancellation requests
Front Desk & School Operations
- Manage all inbound communications — phone, email, WhatsApp, and walk-ins
- Ensure calls and messages are answered promptly and professionally during business hours
- Maintain a clean, organized, and welcoming front desk and overall school at all times
- Ensure the school is operationally ready for each class day
Administration & Billing
- Manage and maintain the school CRM and membership database — ensuring all student records, contracts, and billing data are accurate and up to date
- Follow up promptly with students whose payments have failed or are overdue, using a professional and solutions-focused approach
- Execute monthly overdue collection strategies to keep delinquency below 5% of active invoices
Afterschool Program Management
- Oversee all aspects of the Gracie Barra Burnaby afterschool program
- Manage afterschool enrollment, sales, and parent communication
- Recruit, supervise, and support afterschool drivers and helpers
- Organize and coordinate daily student pickup and drop-off logistics, Monday to Friday
- Ensure all child transportation is conducted safely and in compliance with BC regulations and school policy
- Maintain accurate attendance logs and student records for the afterschool program
- Ensure child protection, safety, and compliance policies are upheld at all times
Scheduling, Inventory & Events
- Assist the Head Instructor with class scheduling and communicate updates to students
- Manage inventory of uniforms, belts, and training materials
- Oversee Pro Shop sales and coordinate restocking as needed
- Support planning and execution of school events, promotions, and community activities
Reporting
- Prepare weekly and monthly reports for ownership covering enrollment, retention, billing, and operations
What We Are Looking For
- Warm, confident, and professional communicator — in person, on the phone, and in writing
- Strong sales ability and comfort with enrollment conversations and objection handling
- Highly organized with the ability to manage multiple priorities in a fast-paced environment
- Customer service or client relations experience — minimum 2 years preferred
- Experience in a martial arts, fitness, or youth program environment is a strong asset
- Familiarity with Gracie Barra or Brazilian Jiu-Jitsu culture is an asset but not required
- Comfortable with CRM or membership management systems
- Proficiency with Google Apps (Gmail, Drive, Sheets, Calendar)
- Reliable, punctual, and genuinely passionate about community building
What We Offer
- Full-time position with a competitive annual salary (discussed during interview)
- Annual Health Spending Account
- Discounted Gracie Barra membership during employment
- A supportive, values-driven team and a school community you will be proud to be part of
- Room to grow within a multi-location organization
How to Apply
If this sounds like you, we would love to hear from you. Please send your resume and a brief note about yourself and why you are interested in this role to:
[email protected]
Applications are reviewed on a rolling basis — we are looking to fill this role quickly, so apply early.
We thank all applicants for their interest. Only candidates selected for an interview will be contacted.
Pay: $3,200.00-$4,000.00 per month
Benefits:
- Casual dress
- Flexible schedule
- Paid time off
- Wellness program
Work Location: In person
