Clubhouse Team Lead

Job Description

Job Description

The Clubhouse Team Lead will oversee the Clubhouse Staff and operational continuity and works closely with the Clubhouse Committee and the Property.

RESPONSIBILITIES

Administrative

• Create, delegate, and close action items
• Manage and approve invoices (Strongroom)
• Any charges exceeding $1000 should have multiple bids and be sent to the Clubhouse Committee for approval
• Work with the Property Manager to ensure invoices are correctly budgeted and run reports as needed from financial systems
• Approve group activities and rentals per the rules and fee schedule
• Handle Owner, Member and Guest issues, complaints, and compliments. Inform the Clubhouse Committee if an issue needs to be resolved
• Respond to emergency calls, texts and emails from the staff and call centers. This can be delegated to Staff
• Manage Petty Cash and Debit Card
• Promptly respond to email, text and phone calls. This can be delegated to staff
• Work with the Property Manager to keep data and files related to Owners, Members and Tenants current and accurate
• Enable and disable Clubhouse access as needed. This can be delegated to Staff
• Manage the Owner, Member, Renter and Guest databases. This can be delegated to Staf
• Maintain the Clubhouse SOP (Standard Operating Procedures) document
• Maintain the list of username and passwords for software products used by the Clubhouse
• Maintain the Clubhouse and Operations Calendar. This can be delegated to Staff

Staff

• Hire, train and retain Clubhouse Staff. Hiring needs to be done in consultation with and approved by Clubhouse Committee
• Schedule Clubhouse Staff
• Delegate tasks to Clubhouse Staff
• Work in conjunction with Clubhouse Committee to evaluate

Vendors

• Identify, evaluate, hire, and retain vendors that fall within the budget. This needs to be done in consultation with the Clubhouse Committee and possibly Working Groups
• Any changes in vendor costs that exceed the budget must be approved by the Clubhouse Committee
• Any changes in service levels must be brought to the Clubhouse Committee’s attention
• Create RFPs as needed. This needs to be done in consultation with the Clubhouse Committee and possibly Working Groups
• Work with the Property Manager, Clubhouse Committee and/or Members to identify potential vendors
• Maintain the vendor database and files. This can be delegated to Staff
• Keep a log of all maintenance. This can be delegated to Staff
• Keep a calendar of scheduled maintenance. This can be delegated to Staff

Communications

• Send out emergency emails when facilities are out of service and when they are repaired
• Prepare reports and newsletters to update and inform the Clubhouse member

REQUIREMENTS

Qualifications

• High school diploma or equivalent required. Two or more years of administrative, customer
• service, or related experience preferred.
• HOA/community association experience preferred.
• Key Competencies
• Customer Service Excellence
• Communication & Relationship Management
• Organization & Prioritization
• Attention to Detail
• Problem Solving
• Accountability
• Time Management
• Follow-Through & Execution

PHYSICAL REQUIREMENTS

• The associate must occasionally lift and/or move up to approximately 20 pounds during on-site inspections, event/meeting setups, or physical file handling.
• The associate will be required to work flexible hours periodically, including attending evening Board of Directors meetings.
• The position involves a combination of office work and field movement across community common elements, amenities, and project sites.
• The associate is required to adhere to a specific dress code which features a sharp, professional but-casual style.
• The noise level in the work environment ranges from quiet office conditions to active construction/maintenance noise during field inspections.

WHAT WE OFFER:

• Comprehensive benefits package including medical, dental, and vision
• Wellness program
• Flexible Spending Accounts
• Company-matching 401k contributions
• Paid time off for vacation, holidays, medical, and volunteering
• Paid parental leave
• Training and educational assistance
• Support programs, including Employee Assistance Program and Calm Health
• Optional benefits including short- and long-term disability, life insurance, and pet insurance
• Most importantly, a caring team who is dedicated to your success!