Club Administrator

The Club Administrator is a central figure at Ocean Beach & Yacht Club (OBYC), responsible for the efficient management of all club operations, ensuring the smooth functioning of facilities, and maintaining a high standard of service for members.

This role involves overseeing office management, event coordination, financial administration, and liaising with members, staff, and the Board of Governors.

The ideal candidate should possess excellent organizational and interpersonal skills and be willing to work flexible hours, including evenings and weekends, particularly during the peak summer season.

This is a full-time role.

➡️ Major Duties & Responsibilities

Office Management:

- Efficiently oversee day-to-day operations of the club office, ensuring smooth functioning through accurate record-keeping, managing supplies, and handling confidential information with discretion.

- Manage and respond to all incoming and outgoing communication, serving as the main point of contact for members, staff, guests, and external partners.

- Serve as the liaison between the Board of Governors, employees, and membership, maintaining strong public relations.

- Implement and regularly update standard operating procedures to ensure consistent service delivery.

- Maintain the membership database, ensuring accuracy and coordinating dues renewal.

Clubhouse Operations:

- Order and restock supplies and equipment as needed

- Ensure functionality and cleanliness of clubhouse facility including restrooms, kitchen, office, and main area.

- Oversee the scheduling and setup for clubhouse rentals, meetings, and events.

- Collaborate with maintenance coordinators and oversee vendor contracts for necessary services, ensuring timely completion of contracted work.

- Ensure facilities adhere to health and safety standards, including water quality checks and fire safety inspections.

- Oversee the distribution and management of club resources, including badges, parking permits, and rental facilities.

- Develop and implement emergency procedures for the clubhouse and related areas, ensuring preparedness for potential issues such as severe weather or flooding.

- Serve as the primary contact for any emergencies, liaising with local authorities as needed.

Staff Supervision:

- Recruit, onboard, train, and supervise seasonal and full-time staff, including beach attendants and other club employees.

- Prepare staff schedules to ensure adequate coverage for all shifts and events.

- Lead team meetings and training sessions to foster collaboration and maintain high service standards.

- Monitor and review staff performance, addressing concerns and promoting growth opportunities.

- Manage payroll, wage agreements, and all employee documentation, ensuring compliance with applicable regulations.

Event Coordination & Scheduling:

- Plan, organize, and oversee all club events, from community activities (e.g., holiday celebrations, social gatherings) to larger fundraisers and meetings, ensuring all logistical elements are managed effectively.

- Work closely with the Special Events Committee and volunteers for event setup and execution, managing catering, entertainment, and other event-specific needs.

- Promote events through communications across various channels, including email, social media, and newsletters, to maximize member participation.

- Collect and assess feedback post-events to inform improvements and enhance member satisfaction.

Financial Management:

- Manage budgets, track expenses, process invoices, and submit payroll for staff

- Collaborate with the bookkeeper on financial reporting, budget reviews, and compliance with financial regulations, including handling taxes and permits.

- Maintain accurate and organized financial records and reports, ensuring transparency and efficiency.

- Implement and manage systems for tracking revenues and expenditures, particularly for events and membership fees.

Documentation & Reporting:

- Create and manage documents, spreadsheets, reports, and forms.

- Ensure compliance with local and state regulations, keeping accurate operational reports, licenses, etc.

Communication

- Act as central point of communication across the club office, Board of Governors, and community

- Disseminate information and relay messages or announcements

➡️ Required Qualifications

- Experience in supervisory or administrative roles, preferably in a recreational, aquatic, or club setting.

- Flexibility to work weekends, evenings, summer holidays, and during peak beach season.

- A minimum of 5 years of People Management Experience

- Experience in OBYC community is preferred

➡️ Required Knowledge, Skills, and Abilities

- Proven experience in office management, event coordination, or club administration (experience in non-profit or community organizations is a plus).

- Strong organizational skills with keen attention to detail and the ability to manage multiple tasks simultaneously.

- Excellent written and verbal communication skills, capable of engaging with diverse groups (e.g., members, staff, vendors).

- Proficiency in digital tools such as Microsoft Office and website/content management systems.

- Financial acumen with experience in budgeting, payroll, and expense management.

- Problem-solving skills and the ability to work both independently and as part of a team.

- Flexibility in working hours, with the ability to adapt to peak seasonal demands and special events.

- A proactive and positive attitude, with a strong focus on member satisfaction and club success.

➡️➡️➡️ TO APPLY:

https://obyc.net/careers/club-administrator/