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!