Club Office Manager

Overview

General

Job Description:

Provide high-level administrative and member service support to the General Manager, Director of Finance, Director of Administration, Director of Member Experiences, all department heads, seasonal employees, the Board of Directors, and Club Committees. Serve as an expert on all Club amenities, maintaining strong attention to detail while continuously improving processes, consistency, and operational efficiency across the Club.

Administrative

• Oversee Front Desk Reception seasonal employee(s) and standards
• Oversee and improve organization of shared club Microsoft One Drive file management – work towards eliminating redundancies
• Order and manage office supplies as needed to support daily operations
• Serve as the primary point of contact for the ReTreat and Ford Room bookings to include booking, billing, and all relevant communications
• Answer the general CCR phone line and direct calls as needed, monitor the general CCR email accounts.
• Provide meeting support to include BOD materials (binders), Teams/virtual meeting creation and distribution, in room tech – Meeting Owl, digital screen and meeting laptop connectivity.
• Help support with Board of Director and Club Committee needs to include meeting coordination, contact and term summarization, and consistent communication across club technology platforms (internally and externally).

HR Generalist

• Onboard employees (primarily golf seasonal) and ensure all required documentation is completed and submitted for employment in advance of start dates.
• Support and direct Hiring Managers to ensure consistent and clear communication and adherence to HR requirements, and timelines.
• Work closely with Concurrent/Prestige PEO (Professional Employer Organization) and be the Club expert and internal contact on all employee policies, systems, and resources HR related – including Time Clocks, general payroll and approvals, unemployment, employer hiring requirements and communication (& consistency), background checks and MVR reports as applicable, H2B Visa support as needed to Director of Agronomy, workers compensation, time off, employee handbook, employee policy documents, employee benefits, and employee housing.
• Provide payroll support by establishing and maintaining shared calendars and time-off tracking process per the existing policies.
• General hourly employee liaison to champion employee relations, recognition, and employee events (Welcome Back, Member – Employee Play Day, End of Season Party)
• Manage employee communication as directed by GM to include employee emails, newsletters, App notifications to ensure clear and consistent distribution on events, recognition, and important organizational reminders.
• Oversee management of shared employee spaces including break rooms.

Membership

• Organize, review and maintain all member records, physical and digital with an emphasis on streamlining – and support the Director of Admin/Membership with all membership related needs.
• Support GM & Club by understanding the Club Bylaws, Governance, and Membership structure and offerings. Provide support to Members with general Club, Billing, Golf, technology, and membership questions.

Club Communication

• Ensure all member messaging is consistent, accurate, and timely across all member communication platforms
• Manage Club Calendars including the Website, Pacesetter App and internal shared employee Outlook Calendars.
• Create and manage distribution of weekly member email newsletter. Ensure consistent delivery allowing time for internal review and editing.
• Upload and organize member photo albums on Pacesetter App.
• Manage employee headshots and member photos
• Manage digital and physical communication displays throughout clubhouse
• Work closely with Member Experience Director to update trips, events and related content across platforms

Accounting

• Assist with posting member billing and payments in Club Essential accounting and making bank deposits as needed.
• Organize incoming invoices and statements and assist with scanning and filing as needed for AP needs. Future opportunities to assist with Accounts Payable routing, communication, and organization utilizing…