Clubhouse Director - Onsite

Clubhouse Director – Onsite

Join to apply for the Clubhouse Director - Onsite role at Spectrum Association Management.

Collaboration with both residents and vendors requires an industry professional with a proven track record in facility operations and guest services. The position demands diligent daily management of clubhouse assets, event coordination, and resident communications, as well as compliance with association policies.

• Monitor inventory and order supplies such as amenity cards, printer ink, and gate remotes.
• Maintain the amenity card system – clean, service printers, and program new cards for residents.
• Program new remotes and gate access codes and coordinate with access vendors for updates.
• Audit and enforce monthly deactivation of access for previous owners/tenants.
• Adjust access hours for events as requested by the Events Director, Community Manager, or board.
• Troubleshoot and resolve card and reader issues.

• Assist residents and vendors in person or over the phone.
• Address concerns, complaints, and direct residents to Spectrum or external contacts.
• Maintain and stock clubhouse supplies, including food, drinks, office, and cleaning materials.
• Open and secure the clubhouse daily, activating/deactivating the alarm system.
• Monitor equipment and building issues, contacting vendors for repairs.
• Handle daily mail, including invoices, returns, and payments.
• Inspect the property routinely for amenity inspections and ad‑hoc issues.
• Inspect the fitness center twice weekly to ensure supplies, equipment, and cleanliness.

• Provide tours and coordinate all clubhouse/conference room rentals to avoid conflicts.
• Log payments, rental agreements, and correspondence.
• Process rental payments in a timely manner and update the online reservation calendar.
• Program or deprogram amenity cards for after‑hours access.
• Prepare the clubhouse before events (clean counters & fridge, secure doors).
• Inspect post‑rental conditions and process deposit refunds.
• Coordinate vendor scheduling for rentals.
• Balance policies and accommodations for special resident requests.

• Answer phones and emails, and respond to voicemails per same‑day response policy.
• Develop knowledge of Association and Spectrum policies and procedures.
• Accept and record payments for assessments, replacement cards, and rentals.
• Provide weekly updates to the Community Manager on traffic, projects, and issues.
• Submit vendor invoices, process check requests, and capture receipts.
• Create and maintain LED board displays for community information.
• Attend monthly Board meetings and support the Community Manager (catering, sign‑in, scheduling, minutes).
• Reserve the elementary school cafeteria for the annual meeting and coordinate with school staff.
• Coordinate with the webmaster for website updates.
• Obtain bids and schedule minor projects as directed by the Community Manager.
• Field communications from the Board on routine or special projects.
• Review reports from other departments for accuracy and outstanding tasks.
• Maintain logs of ongoing projects, requests, and concerns with follow‑ups.
• Create and revise SOPs for new or changed procedures.
• Log correspondence with homeowners in company systems.

• Coordinate event scheduling, supply ordering, and communications with the event director.
• Schedule the yearly garage sale and coordinate with organizations to avoid conflicts.
• Ensure timely payments to vendors for events.
• Assist residents and participants with event procedures.
• Schedule the Yard of the Season drive three times a year with site manager, printing company, and porter service.

• Work with HCSO, Events Director, and residents to collect and publish articles for the quarterly newsletter.
• Write, proof, and submit articles based on Board requests and community news.
• Review design, layout, and proofread before approval with the publisher.

We are a dynamic, dedicated team serving homeowner’s associations across Texas and Arizona. Since 2001, we have managed hundreds of communities, winning the Best Places to Work award for 18 consecutive years. Our…