Office Manager - The Circuit | Private Club

Circuit of The Americas (COTA) is a 365-entertainment destination for world-class events located in Austin, TX. The sports and entertainment portfolio at COTA is unmatched in the country with Formula 1 US Grand Prix, NASCAR and MotoGP attracting global fans during championship races on the famed Circuit and Live Nation producing over 30 headline concerts every year at the Germania Insurance Amphitheater. COTALAND is an amusement park with over 30 attractions and experiences, including first-of-their-kind roller coasters.

The Office Manager / Administrator is responsible for supporting the daily financial and administrative operations of The Circuit. This position will manage key accounting, member billing, payroll, employee administration, and office functions while partnering closely with The Circuit leadership, COTA Accounting, and Human Resources.

• Perform daily revenue reconciliation and cash/deposit activity.
• Manage member billing, statements, payments, account adjustments, and billing disputes.
• Reconcile POS activity, credit card payments, member charges, and other club revenue.
• Review membership documentation and ensure member accounts are established accurately.
• Manage vendor reconciliations and support accounts payable and invoice processing.
• Assist Accounting with month-end close, accruals, reconciliations, and compliance reporting.
• Support payroll processing, timekeeping, commission calculations, employee status changes, and payroll compliance.
• Maintain employee files and assist department heads with onboarding, I-9s, payroll, and benefits administration.
• Reconcile monthly membership, private event, F&B, and other operating revenue.
• Prepare and distribute periodic financial and operational reports to leadership and department heads.
• Maintain system access, administrative records, and required financial and employee documentation.
• Assist with budget tracking, purchasing, office supplies, and vendor administration.
• Respond to member account and billing inquiries professionally and promptly.
• Partner with department heads to ensure established accounting, HR, and administrative procedures are followed.
• Identify and report financial, payroll, or operational discrepancies and assist with resolution.
• Provide general administrative support to The Circuit leadership team.
• Assist with additional projects and responsibilities as business needs require.

Qualifications

• Minimum 2 years of accounting, bookkeeping, or related administrative experience.
• High school diploma or equivalent required; college degree in Accounting, Finance, Business Administration, Hospitality, or related field preferred.
• Strong proficiency with Excel and spreadsheet software.
• Experience with accounting, payroll, POS, and/or membership systems preferred.
• Previous private club, hospitality, hotel, sports, or entertainment experience preferred.
• Strong organizational and communication skills with excellent attention to detail.
• Ability to manage multiple priorities and meet financial and payroll deadlines.
• Ability to handle confidential member, employee, payroll, and financial information with discretion.

Reporting Structure

Reports to EVP of E&H with a dotted-line relationship to COTA Accounting/HR to ensure appropriate financial controls, payroll compliance, and administrative standards.

Salary commensurate with experience.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this job.

EQUAL EMPLOYMENT OPPORTUNITY:

COTA strongly supports equal employment opportunity for all applicants regardless of race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, sexual orientation, genetic information, or any other characteristic protected by state or federal law.