Director of Administration

About the role

The Director of Administration is responsible for overseeing the administrative functions at the club, ensuring efficient and effective operations. This role may be responsible for supervising the Office Manager and Administrative Assistant, as well as developing and implementing administrative policies and procedures. Key duties include overseeing financial and administrative activities, such as budgeting, payroll, accounts payable and receivable, and ensuring compliance with club policies and standards. The Director of Administration collaborates with the General Manager and department heads to support the club's operational goals.

Reporting Structure

Reports to the Club Manager or General Manager.

Key Responsibilities

• Review and present accounts receivable and membership data in accordance with Generally Accepted Accounting Principles (“GAAP”).
• Analyze weekly, monthly, and annual financial reports according to GAAP.
• Perform self-audits of accounting and club operations twice a year, ensuring adherence to GAAP, internal audit requirements, and Sarbanes-Oxley (SOX) standards. Implement corrective actions as needed to address any issues identified during audits.
• Perform duties related to accounts receivable, including balancing and processing daily sales, posting payments, tracking cash receipts, and processing ACH and credit card payments.
• Oversee the initiation and communication of monthly member billing.
• Address and resolve member complaints and issues related to billing, collections, and payments in collaboration with department heads, ensuring a high level of member satisfaction.
• Review membership applications for completeness and compliance with program and legal requirements, ensuring accurate and timely processing.
• Manage scheduling and payroll close with department heads.
• Generate and distribute pay checks, ensuring accurate processing of commissions, service charges, lesson pay, and other approved pay components.
• Maintain accurate employee payroll files, including entering new hires, processing updates, and managing salary changes in Oracle. Oversee quarterly EP verification and file maintenance.
• Manage petty cash and cash bank procedures, daily close, and cash deposit activities to ensure accurate financial controls.
• Perform vendor reconciliations and maintain communication with vendors to resolve discrepancies. Oversee P-Card maintenance and reconciliation.
• Ensure timely payment of all periodic expenditures (i.e. leases, notes) according to GAAP, determining whether costs should be accrued, deferred, or expensed.
• Collaborate with department heads to compile and validate revenue, labor, and expense projections for weekly and quarterly forecasts.
• Assist and partner with GM/RM and department leaders to ensure accuracy of forecast assumptions, incorporating seasonality, member spend, and labor cost trends.
• Monitor monthly P&L performance, identifying variances to forecast and providing actionable insights to improve EBITDA flowthrough.
• Perform miscellaneous office management responsibilities as needed, including supply orders, system maintenance, and supporting overall club operations.

Additional Duties

• Due to the dynamic nature of the club, employees are expected to assist others as needed and take on additional tasks as assigned by management.
• Follow all company, club, and department policies, procedures, and instructions.
• Represent the company's management team by supporting and enforcing policies while maintaining the highest standards of ethics and integrity.
• Maintain a high level of professionalism and a commitment to excellence in interactions with members, colleagues, and staff.
• Promote and follow safe working practices, ensuring compliance with safety guidelines and encouraging others to do the same.
• Take the initiative in personal and professional growth and maintain any required certifications relevant to your role.
• Address and resolve challenges using available resources, working with regional and corporate teams to support club operations.
• Support the overall efficiency of the team by collaborating and contributing to the club's goals.

Qualifications

Required

• High school diploma or equivalent.
• 3 years of accounting experience or equivalent in a high-volume, multimillion-dollar business environment.
• 1 year of experience managing budgets for businesses ranging from one million to multi-million dollars.
• Ability to make sound judgments in expense allocation to impact profitability.

Preferred

• Associate or Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
• Proficient in computer use with strong knowledge of spreadsheet software.
• Strong communication and leadership skills are essential.
• Proven ability to handle highly confidential information with discretion.

Physical Requirements

• Must be able to stand, walk, and perform physical activities for extended periods.
• Ability to work in varying temperatures and environments, with potential exposure to dust, fumes, or gases.
• Capable of climbing ladders, squatting, kneeling, reaching, grasping, twisting, bending, and folding/unfolding as required.
• Able to lift, carry, push, and pull up to 10 lbs. occasionally.
• Effective communication skills, including talking and hearing, with sufficient visual acuity.

Schedule

Attendance requirements for this position as outlined on the weekly schedule. Additional hours are required to meet deadlines of the position, including weekends and/or holidays.

Benefits

Full-time team members have access to a comprehensive benefits package that includes:

• Medical, dental, and vision coverage
• Life insurance
• Short-term and long-term disability insurance
• 401(k) retirement savings plan
• Generous paid time off and leave programs (time off as required by applicable law is also provided for part time team members)