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Job Description
Membership & Administration Specialist The Irvington Club Portland, OR Job Details Full-time $28.85 - $31.25 an hour 16 hours ago Benefits Health insurance Dental insurance Paid time off Vision insurance Retirement plan Qualifications Microsoft Word Microsoft Outlook Phone communication Writing skills Automation software In-person customer service English Dropbox QuickBooks Office phone management
Full Job Description Job Title:
Membership & Administration Specialist Reports To:
General Manager BOLI classification: non-exempt:
Hourly/Full Time Irvington Tennis Club Mission:
To share among our members and all communities a love of tennis that is distinguished by friendliness, diversity, equity, inclusiveness, and accessibility. The Irvington Tennis Club is an equal opportunity employer. We will not discriminate and will take affirmative action measures to ensure against discrimination in employment, recruitment, compensation, and other conditions of employment against any employee or job applicant on the basis of race, color, national origin, age, religion, creed, disability, veteran's status, sexual orientation, gender or gender expression. The Irvington Tennis Club will not discriminate; and will take affirmative action measures to ensure against discrimination with outside vendors.
Position summary:
The Membership & Administration Specialist is responsible for overseeing the Club Automation system to ensure accuracy in the areas including, but not limited to, programming, membership profiles & statements, accuracy of items input to correct income account/membership, and identifying/correcting system issues as they arise. The Membership & Administration Specialist maintains the QuickBooks program for recording/reporting all finances and prepares reports as requested by the General Manager and BOT. The Membership & Administration Specialist maintains the Full Club and Junior Membership waitlists including sending out invitations and providing follow up as needed. The Membership & Administration Specialist provides other support to the General Manager as needed.
Essential functions:
Overseeing Club Automation functions involving the financial, programming, management reports and daily activity. Oversee the daily court review process to ensure all league match charges are assessed, prime time/excess play/other violations are addressed, tracking of guest visits as well as Associate & Senior reservation limits. Complete daily balancing of deposits/banking. Review Account Groups for any unusual activity/improper entry dates prior to month end close. Balance monthly dues taken to actual membership category counts, as well as initiation payments and waitlist deposits. Close month end batches and transfer information to QuickBooks. Generate and mail all member statements to those requesting hard copies. Set up all new memberships including monthly initiation payments, EFT, etc. Work with members to answer any questions on use of Club Automation, resolve any questions/ issues on statement charges, etc. Serve as the primary vendor contact to solve software and hardware issues relating to Club Automation billing. Manage and review past due accounts with the General Manager. Process past due notifications to all members as needed and collect non-member outstanding balances. Work through Club Automation to set up all tennis programs and/or leagues. Make all necessary changes to Club Automation as required (creating new membership group add-ons, adding new items to POS and adjusting rates, update membership monthly dues rates, etc.). Issues refunds/adjustments for canceled swim/tennis lessons and assesses all necessary late cancel fees. Compile monthly Financial Reports, Membership Status Report and other reports as requested by management. Manage and maintain the Full Club and Junior wait lists. Send out all invites for new membership and provide follow-up. Set up new memberships in Club Automation. Update waitlist as needed for declined membership invites, adding new prospective members Conducts occasional new membership orientation when the General Manager is unavailable. Process all membership changes (membership closures, changes, add-ons, etc) Respond to membership category inquiries and make category changes in CA. Manage and maintain QuickBooks for Club's financials Enter all payables into the system. Process on-line payments to regular vendors and manual checks for tournament prizes, refunds, reimbursements and one-time vendors. Authorized to process up to $1,000 to regular payees without preapproval from the General Manager. Maintain documentation to support payments and provide summary reports to the General Manager and Board Committees as requested. Enter all Misc. Income deposits to QuickBooks as well as Payroll/Simple IRA entries Work with outside bookkeeper for month end close and resolving any issues/discrepancies. Generates Management/Board monthly reports. Work with the outside bookkeeper for year-end reports and generate W-9's for applicable vendors. Summarizes Tournament and Event income/expenses and provides information to the General Manager. Prepares financial reports at the end of summer season that summarizes all income/expense accounts associated with the pool by category (i.e. swim team/private swim lessons/etc.) Produce supporting documents for the annual budget. Assisting the Treasurer as needed to develop Annual Budget. Provides other reports to Management as requested. Complete and submit the Annual Unclaimed Properties Report. Assist the General Manager with payroll Reviews Pros lesson income for accuracy using the Club Automation generated report. Make necessary adjustments as needed. Help General Manager complete payroll by approving hours in Rippling (time sheets, CA for group lessons and lesson coordinator/CA for private swim lessons.) Works with Pool Manager and Front Desk to ensure accuracy of timesheets.
Provide other assistance as required:
Assist the Member Services staff with answering phones, taking reservations, monthly & summer sign ups, etc. Answers questions from members/prospective members/guests regarding Club rules/required documentation/processes and how they affect the member/guest. Prepare other financial reports as requested or any other duties to help assist the General Manager in maintaining optimal financial conditions for the Club (preparing Pros lesson income reports, calculate membership monthly dues increases, PPP & ERC calculations, etc.) Required skills and experience: Proficiency in QuickBooks basic office programs such as MS Word, MS Excel, file sharing such as Dropbox and email platforms (such as MS Outlook and Gmail). Proven success providing customer service in person, over the phone, and in writing. Ability to use Club Automation software, including mobile application. Effective communication skills (both written and interpersonal) Proven ability to multi-task and identify priorities. Exceptional attention to detail, with proven systems for spotting anomalies and errors. Commitment to a positive workplace culture that embraces diversity (race, gender, ethnicity, age, physical ability, among others). Ability to adjust work schedule for evening and weekend shifts/events as required.
Preferred Qualifications:
Knowledge/proficiency in Club Automation Knowledge of tennis Spoken and/or written language skills beyond English.
Pay:
$28.85 - $31.25 per hour
Benefits:
Dental insurance Health insurance Paid time off Retirement plan Vision insurance
