Clubhouse Director - Onsite

START YOUR CAREER AS A CLUBHOUSE DIRECTOR (ONSITE)

What Are The Day-to-day Responsibilities

• Monitor inventory and order supplies as needed – amenity cards, printer ink, gate remotes
• Maintenance of amenity card system – clean/maintain printer, schedule service
• Program and print amenity cards for new residents
• Communicate any gate or callbox issues to access vendor
• Program new remotes and gate access codes or correspond with access vendor for updates to callbox database, access remotes, removal of previous owner accounts, etc.
• Audit amenity and gate databases monthly to deactivate access for previous owners/tenants
• Adjust access hours for various amenities as requested by events director, community manager, or board, typically for community events
• Troubleshoot and resolve issues with amenity cards and card readers

• Assist residents and vendors in person or over the phone
• Address concerns and complaints from residents or direct them to the appropriate contacts (Spectrum, law enforcement, utilities, county, etc)
• Maintain and stock inventory of clubhouse supplies (food, drinks, office and cleaning supplies, etc.)
• Open & secure clubhouse each day, activate/deactivate alarm system upon entry/exit
• Monitor for clubhouse equipment or building issues and contact the correct vendor for repairs
• Handle mail received daily at the clubhouse, including invoices, return mail, and payments
• Inspect property routinely for amenity inspections and as needed for reported issues
• Inspect the fitness center twice a week to ensure supplies are stocked, equipment is working, and facility is clean

• Provide tours of the clubhouse to residents interested in reserving the facility
• Coordinate all clubhouse/conference room rentals to avoid conflict with existing reservations, community events, etc.
• Properly log payments, rental agreements, and correspondence regarding rentals
• Ensure collection and timely processing of rental payments
• Update the online reservation calendar
• Programming/deprogramming of amenity cards for after-hours access
• Preparation of clubhouse prior to event (counters and fridge clean and emptied, back & side doors secured)
• Post-rental clubhouse inspections + processing of deposit refunds
• Coordinate with and schedule vendors required for rental (HCSO, Cleaning company)
• Balance adherence to rental policies/procedure with accommodating special requests from residents

• Answer phones & emails and respond to all voicemails in accordance with same-day response policy
• Become familiar with Association and Spectrum policies and procedures and develop a base knowledge of various departments in order to assist residents quickly and without escalation
• Accept and record payments for annual assessments, replacement amenity cards, rental fees & deposits and allocate them appropriately
• Provide a weekly update to the Community Manager regarding clubhouse traffic, updates on projects, and any issues that arose during the week
• Submit invoices, process check requests for vendor payments, input receipts for credit card purchases
• Create displays for the community LED board and maintain them to keep information current and relevant to the community
• Attend the monthly Board meetings and provide support to the Community Manager ahead of and during the meeting – order catering, greet residents & ensure proper sign-in, schedule hearings, prepare documents for Board review, assist with taking minutes
• Reserve the elementary school cafeteria in advance of the annual meeting and communicate with school staff to ensure all requested equipment will be functioning and available
• Coordinate with the webmaster for updates and corrections to the Association website (events calendar, e-blasts, governing documents)
• Locate vendors, obtain bids, and schedule minor projects as requested by Community Manager
• Field communication from the Board of Directors regarding routine business or special projects
• Review reports from other departments (legal, site management, etc) for accuracy and outstanding tasks
• Build relationships and coordinate regularly with routine vendors – landscaping, maintenance contractor, pool company, access vendor, holiday light service, flag company – for day-to-day & seasonal tasks
• Pull and review reports routinely and as requested – resale reports, violation reports, legal status reports, etc.
• Maintain log of ongoing projects, requests, concerns & issues, and follow up with the appropriate parties as needed for completion
• Create and revise SOPs as new processes are introduced/changes are made to existing procedure
• Log correspondence with homeowners in company systems

• Coordinate with the event director on scheduling, supply ordering, and announcing community events to residents
• Schedule the community garage sale 2x yearly, corresponding with nearby organizations to avoid conflicts with other events, retaining officers for traffic control, inventory & purchase of signage as needed,…