Racquet Sports Coordinator

Racquet Sports Coordinator

At Claremont Resort & Club, we believe that exceptional hospitality starts with extraordinary people. For over a century, our iconic resort has set the standard for luxury and service in the Bay Area. We take pride in creating memorable experiences for our guestsand a rewarding, inclusive workplace for our colleagues. Situated on 22 acres in the Berkeley and Oakland Hills, Claremont Resort & Club seamlessly blends its rich 19th-century history with the modern day to offer the very best of the Bay Area. Guests dine with friends at Limewood, relax at our urban oasis, The Spa at the Claremont, and discover total wellness at The Club at the Claremont- all while taking in the breathtaking views of the San Francisco Bay.

The Racquet Sports Coordinator is responsible for day-to-day administrative and operational support of the racquet sports department, including court scheduling, reservations, billing accuracy, and audit compliance. This is a back-of-house role supporting the Director of Racquet Sports and teaching professionals. Ideal candidates are highly organized, detail-oriented, and thrive in structured, accuracy-driven environments.

Essential Responsibilities

• Manage all court reservation systems and daily scheduling for tennis and pickleball courts.
• Process member court bookings, modifications, and cancellations in accordance with club policies and priority rules.
• Coordinate court blocking for lessons, clinics, leagues, tournaments, team practices, and maintenance
• Maintaining and update the master court calendar at all times.
• Enforce court reservation policies and escalate violations or conflicts to the Director of Racquet Sports.
• Manage guest court access, including fee collection and proper documentation.
• Maintain an accurate, real-time court availability view for use by staff and, where applicable, members.

Court Reservation Audits

• Conduct regular audits of court reservation records to ensure accuracy, policy compliance, and proper utilization.
• Identify and resolve booking discrepancies, unauthorized holds, and ghost reservations.
• Track no-shows, cancellation patterns, and peak utilization data; prepare summary reports for the Director on a recurring basis.
• Maintain audit logs and documentation for all court blocking and override activity.

Clinic & Lesson Billing

• Process all lesson and clinic charges accurately and on time through the club's point-of-sale and membership billing systems.
• Maintain complete and current records of lesson activity by member, instructor, and date.
• Reconcile billing records against instructor logs and program schedules at minimum weekly.
• Resolve billing discrepancies in coordination with the Finance team and the Director of Racquet Sports.
• Prepare billing summaries and financial reports for the department as requested.
• Ensure all instructor-generated revenue is captured, coded correctly, and reported accurately.

Administrative & Operational Support

• Serve as the primary administrative point of contact for member inquiries related to court access, scheduling, and billing.
• Maintain and update department records including member participation data, wait lists, and program rosters.
• Prepare and distribute department communications including court availability notices, policy updates, and program information.
• Coordinate with the Director of Racquet Sports on court maintenance scheduling, closures, and readiness.
• Support the Director of Racquet Sports with department reporting, calendar management, and operational planning.
• Assist with onboarding new members by orienting them to court booking procedures and department policies.
• Maintain inventory of racquet sports supplies and coordinate equipment orders as directed.

Qualifications

• Minimum 2 years of experience in an administrative, operations, or coordinator role preferably in a private club, resort, or athletic facility environment.
• Demonstrated proficiency with scheduling software, club management systems (e.g., Jonas, ClubCaddie, CourtReserve, or similar), and point-of-sale billing platforms.
• Strong command of Microsoft Office, especially Excel (data entry, reconciliation, basic reporting).
• Exceptional organizational skills and meticulous attention to detail.
• Ability to manage multiple concurrent tasks with competing priorities and tight turnarounds.
• Clear, professional written and verbal communication skills.
• Availability to work weekdays, weekends, and holidays as required.
• Experience in a racquet sports, fitness, or private club department specifically.
• Familiarity with tennis and pickleball programming structures (leagues, clinics, lessons).
• Bachelor's degree in Business Administration, Hospitality, Sports Management, or a related field.

Benefits

HEI Hotels and Resorts is committed to providing a comprehensive benefit program that offers you choices for your physical, mental and financial wellness, creating value in your most important investment - you! For your physical and mental wellness we offer competitive Medical and Dental programs through Anthem Blue Cross Blue Shield as well as Vision insurance programs through EyeMed. Our Vacation, Sick and Holiday programs are available for you to rejuvenate with time off. HEI also provides pet insurance through the ASPCA. For your financial wellness, HEI provides a wide array of coverage, including Supplemental, Spousal and Child Life insurance as well as Short and Long-Term Disability plans. Our 401(k) Savings Plan with matching funds, and discounts through our 'YouDecide' and Hotel Room Discount programs provide additional incentives for choosing HEI as the employer of your future. Specific details and eligibility of these programs vary by location and employment status.

HEI Hotels and Resorts is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.

Applicants with arrest or Conviction records will be considered for Employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers, the San Francisco Fair Chance Ordinance and the California Fair Chance Act.