Club Administrator
What’s the purpose of the job?
Responsibility for the club financial and team administration and procedures while supporting the clubs Management Team as required.
On a daily basis:
• Completing the daily banking reconciliation and investigating any variances.
• Managing Team records in Fourth for sickness, maternity, paternity, probation, holiday etc, and record all associated documents in document management, while acting as gatekeeper to ensure that the HOD’s are following the correct procedures with the Team.
On a weekly basis:
• Act as the gatekeeper to ensure that HOD’s have managed the time and attendance policy in line with the DL Clubs ways of operating, adding any team birthday payments and submitting schedules weekly in line with the payroll calendar.
• Submitting the weekly banking reconciliation via Banking Solutions and share reports with GM.
• Act as the gatekeeper and final check that the HOD’s are completing the receipting processes, including the cost tracker.
• Complete all relevant actions from the Weekly and Monthly operational updates. Update.
• Prepare notes for the HOD meeting so relevant information can be cascaded to Supervisors & Managers (New starter GM Inductions completion, Probation dates, Birthdays anniversaries, weekly banking feedback)
• Ensuring accurate and timely creation and delivery of contracts or changes to terms and conditions for all club team (excluding GM & Club Admin).
• Action and set up any team new associates on club centric in line with the audit and new benefits policy, ensuring all relevant paperwork is completed and uploaded to club centric.
• Ensuring all new team employees are able to use employee ‘HR tools’ available to them including Kitbag, self-service part of HR & Payroll system, Wagestream, and Learning Locker.
On a monthly basis:
• Acting as gatekeeper ensuring that HOD’s have managed the time and attendance policy in line with the DL Clubs ways of working.
• Participate in a one-to-one meeting with line manager
• Contracts – Use template to issue new contracts for all new starters and changes to terms and conditions for all club team (excluding GM & Club Admin)
• New starter – Set up new starters on the HR system, check right to work, request for and collect references, DBS checks, and input personal and employment details for payroll. Arrange Induction, Uniform, IT form, Profit protection, Finance Manuel, Computer logins, Till logins, Club centric set up, and back of house set up.
• Probation – act as gatekeeper to ensure line manager holds meeting, updates fourth on probation status, and sends probation letter and benefits leaflet when passed.
• Acting as the club point of contact with Club Support on club Finance and HR issues.
• Complete the required PDQ checks
• Complete a self-audit and evidence to the General Manager in line with the finance operating manual and audit framework (Banking, receipts, Concur,, love to shop vouchers, PCI check, CCTV, Card usage)
• Complete Tennis and Franchise Invoices
• Managing the NMP logs and updating spreadsheets and actioning any memberships highlighted by the monthly report (Complimentary Barter Audit)
• Complete any tasks delegated by the GM.
• Supporting HOD and Supervisors in all HR procedures
The Club Administrator role is a full time contract.
Fluent English required.
The role reports to the General Manager of the Club.
Location: Harbour Club - Milan