Clubhouse Director - Onsite

Overview

START YOUR CAREER AS A CLUBHOUSE DIRECTOR (ONSITE)

WHAT ARE THE DAY-TO-DAY RESPONSIBILITIES

• Monitor inventory and order supplies as needed – amenity cards, printer ink, gate remotes

• Maintenance of amenity card system – clean/maintain printer, schedule service

• Program and print amenity cards for new residents

• Communicate any gate or callbox issues to access vendor

• Program new remotes and gate access codes or correspond with access vendor for updates to callbox database, access remotes, removal of previous owner accounts, etc.

• Audit amenity and gate databases monthly to deactivate access for previous owners/tenants

• Adjust access hours for various amenities as requested by events director, community manager, or board, typically for community events

• Troubleshoot and resolve issues with amenity cards and card readers

• Assist residents and vendors in person or over the phone

• Address concerns and complaints from residents or direct them to the appropriate contacts (Spectrum, law enforcement, utilities, county, etc)

• Maintain and stock inventory of clubhouse supplies (food, drinks, office and cleaning supplies, etc.)

• Open & secure clubhouse each day, activate/deactivate alarm system upon entry/exit

• Monitor for clubhouse equipment or building issues and contact the correct vendor for repairs

• Handle mail received daily at the clubhouse, including invoices, return mail, and payments

• Inspect property routinely for amenity inspections and as needed for reported issues

• Inspect the fitness center twice a week to ensure supplies are stocked, equipment is working, and facility is clean

• Provide tours of the clubhouse to residents interested in reserving the facility

• Coordinate all clubhouse/conference room rentals to avoid conflict with existing reservations, community events, etc.

• Properly log payments, rental agreements, and correspondence regarding rentals

• Ensure collection and timely processing of rental payments

• Update the online reservation calendar

• Programming/deprogramming of amenity cards for after-hours access

• Preparation of clubhouse prior to event (counters and fridge clean and emptied, back & side doors secured)

• Post-rental clubhouse inspections + processing of deposit refunds

• Coordinate with and schedule vendors required for rental (HCSO, Cleaning company)

• Balance adherence to rental policies/procedure with accommodating special requests from residents

• Answer phones & emails and respond to all voicemails in accordance with same-day response policy

• Become familiar with Association and Spectrum policies and procedures and develop a base knowledge of various departments in order to assist residents quickly and without escalation

• Accept and record payments for annual assessments, replacement amenity cards, rental fees & deposits and allocate them appropriately

• Provide a weekly update to the Community Manager regarding clubhouse traffic, updates on projects, and any issues that arose during the week

• Submit invoices, process check requests for vendors payments, input receipts for credit card purchases

• Create displays for the community LED board and maintain them to keep information current and relevant to the community

• Attend the monthly Board meetings and provide support to the Community Manager ahead of and during the meeting – order catering, greet residents & ensure proper sign-in, schedule hearings, prepare documents for Board review, assist with taking minutes

• Reserve the elementary school cafeteria in advance of the annual meeting and communicate with school staff to ensure all requested equipment will be functioning and available

• Coordinate with the webmaster for updates and corrections to the Association website (events calendar, e-blasts, governing documents)

• Locate vendors, obtain bids, and schedule minor projects as requested by Community Manager

• Field communication from the Board of Directors regarding routine business or special projects

• Review reports from other departments (legal, site management, etc) for accuracy and outstanding tasks

• Build relationships and coordinate regularly with routine vendors – landscaping, maintenance…