Office Administrator

Job Description

Job Description

Job Overview

We are seeking a dedicated and professional Office Administrator to support the front desk and daily operations of our tennis club, The Club at Great Neck Estates. The ideal candidate will be responsible for managing client and coach schedules, communications, maintaining organized spreadsheets, and demonstrating strong computer literacy. You will be the first point of contact for in-person client reservations as well as daily phone inquiries. This role is essential in ensuring smooth administrative functions and delivering exceptional service to our high-end clientele.

Responsibilities:

• Serve as the primary point of contact for members and high-end clients, delivering exceptional, high-touch customer service both in person and over the phone.
• Manage and execute all client, coach, and court bookings accurately using the CourtReserve scheduling platform.
• Manage incoming and outgoing communications, addressing inquiries, resolving issues, and relaying information promptly and professionally.
• Maintain a presentable, welcoming lobby environment throughout the day, including routine upkeep, refreshing coffee service, and ensuring amenities are well-stocked.
• Promote and explain membership tiers to potential customers and process new member registration and onboarding paperwork.
• Process client payments, manage point-of-sale (POS) transactions, track membership dues, and issue accurate receipts/invoices.
• Maintain accurate, up-to-date spreadsheets and databases covering club operations, memberships, financial entries, and daily bookings.
• Proactively identify opportunities for process improvement and anticipate business needs to enhance overall operational efficiency.
• Resolve client concerns professionally and efficiently by identifying root causes, applying effective solutions, and proactively anticipating future needs to prevent recurring issues.
• Collaborate cross-functionally with coaches and staff to guarantee a seamless, premium experience for all club members and visitors.
• Leverage core office software (word processing, email, and spreadsheets) for efficient data entry and administrative reporting.
• Coordinate appointment calendars, support event logistics, and resolve scheduling conflicts efficiently.
• Ensure strict confidentiality and security regarding member data, payment details, and proprietary client information.
• Monitor office and facility inventory (coffee, paper goods, operational supplies), placing reorders before stock runs low.
• Support ongoing administrative needs and adapt flexibly to day-to-day operational tasks as assigned.

Requirements:

• Proven experience in an office administration, hospitality management, or high-end client services role preferred.
• Exceptional verbal and written communication skills with the ability to interact politely and effectively with clients and staff.
• Demonstrated track record of delivering professional customer service and maintaining a polished demeanor under pressure.
• Advanced computer literacy, including fluency in Google Sheets, standard office programs, and email management.
• Familiarity with web-based scheduling software (experience with CourtReserve or similar platforms is a strong plus).
• Exceptional organizational skills with sharp attention to detail, high accuracy in data entry, and strong multi-tasking abilities.
• Strong ability to anticipate needs, exercise initiative, and propose practical process improvements without requiring oversight.
• Professionalism, discretion, and reliability when handling confidential client data and sensitive information.
• Comfort working in a fast-paced environment serving a discerning, high-end clientele while flexibly managing shifting daily priorities.
• Basic proficiency in point-of-sale (POS) systems, processing client payments, and handling light financial bookkeeping accurately.
• Knowledge of tennis (leveling and progression) is a plus.

This position offers an engaging opportunity to be part of a high-end tennis club dedicated to providing outstanding service to its members.

Hours : Flexible, 7-57 hours

We offer multiple flexible 7-8 hour shifts, allowing you to work as many or as few hours as you choose.