CLUB ADMINISTRATIVE SPECIALIST
Summary & Reports to:
The Club Administrative Specialist is responsible for the club’s Membership and Personal Training Compliance, Order & Inventory management and Administrative tasks. This person is essentially playing defense and watching the “back of the house”. To be successful at this position, he or she must possess exceptional administrative and communication skills. This person must be organized and detail oriented to be the business partner and corporate liaison to the finance department. This person must possess an in-depth understanding of club operations and key functions across all departments with a view to improving processes and services while driving profitability through expense management.
Duties & Responsibilities/Essential Functions:
Club Compliance:
Accountable for reconciling the POS transactions, counting the cash and making daily deposits at the bank
Oversee all paperwork for new memberships and PT services, ensuring paperwork is filled out accurately and in line with membership and PT compliance
Process all membership and personal training member documents
Responsible for maintaining the clubs petty cash account
Responsible for reporting all Membership and PT Sale discrepancies to club management and Area Director
Schedule & I9 Administration:
Oversee each department’s employee is clocking in and out on a daily basis and provide the General Manager with daily clock in reports, assisting employees with time clock adjustments when needed
Provide support to the Payroll & HR departments
Responsible for employee club onboarding paperwork, including verifying I-9’s and ensuring the new employee’s paperwork is completed before they begin in the club
Responsible for club level employee uniform inventory
Ordering & Inventory Management:
Maintain proper inventory levels for bars, drinks, shakes, supplements, retail, paper and office and cleaning supplies, ensuring the availability of the product to sell
Accurately manage and report the inventory counts, reporting all orders and sales and end of month counts
Ensure all orders are accurately placed and received in Sales Pad
Customer Service Support:
Accurately provide Management with all member information necessary to ensure timely resolution to any customer service issues
Work as the liaison between the club, billing company and customer service department
Responsible for timely approval of member refunds
Manage customer service emails received to ensure Management can act on them in a timely manner
Respond to credit card disputes and any other complaints from the government bureaus
Key Qualifications:
Experience in Word and Excel a must
Working knowledge of business management is required
Must have the ability to adapt learning to incorporate new technologies
Effective communication skills: oral & written
Knowledge of company policies/procedures & willingness to learn
Ability to work with confidential, sensitive information and maintain discretion
Strong organization, time management and problem-solving skills are required
Strong attention to detail and analytical skills are required
Ability to consistently meet daily, weekly and monthly deadlines
Demonstrates initiative, a “roll up the sleeves” mentality and ability to work with a sense of urgency
Must have valid driver’s license and clean driving record
Education & Experience:
A bachelor’s degree or equivalent in business, administration or related field
2 years related Administrative or Office Management experience with a demonstrated ability to deliver an exception customer experience
Physical Demands:
This job operates in a health club environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to talk or hear. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. This position will require sitting at a desk and being on your feet behind the front desk.
Work Environment:This job operates in a health club environment. This position routinely deals with club employees, members and vendors. This role routinely uses standard office equipment such as computers and phones. This is a high paced environment.
Travel:There is travel to the assigned clubs and bank in this position. The employee may be asked to travel local infrequently to corporate for meetings.
Position type & expected hours of work:
This is a part-time position, however, this position frequently requires long hours and some night/weekend work.
Supervisory Responsibility:
This position has no supervisory responsibilities.
Edge Fitness, LLC is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws.
The above statements are intended to describe the general activities, duties and responsibilities that are required of the employee for this job. Please note these statements are not an exhaustive list of all activities, duties and responsibilities. Duties, Responsibilities and activities may change at any time with or without notice.