Office Manager

Marin Tennis Club

Job Description: Office / Business Manager

Location: San Rafael, Marin County, California (on-site)

Employment Type: Full-time

Reports To: General Manager

General Summary

The Office/Business Manager is responsible for overseeing the day-to-day administrative operations of Marin Tennis Club, a member-owned club in beautiful Marin County. The role calls for strong organizational and computer skills, exceptional customer service, and attention to detail to keep the club's workflow running smoothly and efficiently.

Primary Job Functions

• Front Desk & Member Services: Greet and welcome visitors to ensure a friendly, positive, and personal experience; answer all incoming and outgoing calls and emails.
• Membership Support: Assist General Manager in responding to inquiries about membership options; prepare new-membership information packets; conduct club walk-throughs with prospective members; process new-member applications in club software and scan documents into member profiles; update membership status as necessary and notify members of next steps.
• Scheduling & Calendar: Manage court reservations for the club, USTA, Marin League, Napa-Marin-Sonoma, Marin Academy, and special events; build out the yearly calendar in Club Automation per Board and General Manager direction.
• Communications & Reporting: Run reports for various departments, including member directory, ratings, user activity, and EFT/ACH declines; post event flyers around the clubhouse.
• Office Operations: Maintain public areas, file systems, and correspondence; order supplies and equipment; oversee office equipment; serve as the main point of contact at the front office; mail and ship packages; occasionally take and charge for team platter orders.
• Accounting & Banking: Log into bank account daily to record credits, debits, and Stripe payments in QBO; complete daily remote and cash bank deposits; post member payments in CA; receive and enter incoming invoices, code them, and prepare checks for General Manager’s signature.
• Billing & Reconciliation: Charge members accordingly; prepare equity and refund checks for members and non-members and/or process ACH refunds; register and charge members for events in CA; enter VISA charges in QuickBooks and send statements to the accountant for monthly reconciliation; reconcile petty cash monthly; mail member statements upon request.
• Payroll & HR Support: Review staff timecards and process payroll semi-monthly; run Tennis Pro reports, calculate commissions, and confirm figures with each pro before submitting; save payroll worksheets and file supporting documentation; assist with new-hire onboarding in QBO, UAttend, and Intuit Payroll; maintain employee records and the employee contact list.
• Administrative Support & Vendors: Provide direct administrative support to the General Manager and Operations Manager; coordinate with QBOand The Maynard Group as needed; maintain and cultivate vendor relationships; conduct quarterly Pro Shop inventory; purge prior-year vendor folders annually.
• Operational Oversight: Ensure peak day-to-day operations, implement preventive measures for potential issues, enforce club policies and procedures, and measure outcomes against standards to improve operational flow.

Required Skills & Qualifications

• Three or more years of office experience.
• Exceptional customer service and people skills, with effective verbal and written communication for interacting with members.
• Strong time-management skills, high degree of flexibility, and excellent multitasking ability.
• Proficiently use and master Club Automation, the club’s software program, to manage member information, schedule tennis courts, run member analytics reports, and process billing.
• Ability to accurately manage information, identify errors, prioritize tasks, manage multiple projects, and meet deadlines.
• High proficiency with member-management software (e.g., Club Automation) and general office applications (Google Docs, Microsoft Office, Word, Excel); aptitude for learning new systems.
• Working knowledge of QuickBooks and basic accounting/bookkeeping practices (invoicing, reconciliations, reporting).
• Ability to maintain confidentiality of member and employee information.