Tennis & Golf Coordinator

About the role

Join the dynamic and diverse team at La Jolla Beach & Tennis Club, Inc., where tradition meets opportunity. Our family of properties includes the iconic La Jolla Beach & Tennis Club, a private oceanfront club with world-class tennis courts and direct beach access; the inviting La Jolla Shores Hotel, a beachfront getaway beloved for its relaxed coastal charm; and the internationally acclaimed Marine Room, celebrated for its fine dining and dramatic surfside views. These landmark destinations are cherished La Jolla institutions, built on a legacy of family values, exceptional service, and a deep commitment to our community.

Responsibilities

• Serves as member/guest customer liaison for tennis, golf and pickleball programs.
• Greets visitors, directs telephone calls, emails and provides information to inquiries.
• Supports the Director of Tennis and Pro Staff for tennis/golf programs and tournaments.
• Opens and closes Pro Shop, playground, bocce and golf course.
• Makes sure all tennis, golf, ping pong and bocce equipment are fully stocked.
• Completes inventory and reports supply ordering to Membership Office.
• Rents ball machine, demo racquets, pickleball equipment and bills accordingly for members or guests.
• Cross-trained and covers at tennis desk, as appropriate.
• Books lessons/courts via email/phone for members and guests.
• Maintains master calendars and schedules for Pro staff.
• Verifies all participants through Member, Hotel or proper sponsorship.
• Reviews billing inquiries with support of director and/or Membership office.
• Answers telephone and emails and provides information to appropriate people and places outgoing calls.
• Provides coordination and support to admin office during National Tournaments and events.
• Retrieves messages from phone and outlook email system.
• Reviews and processes incoming department mail.
• Locates and attaches appropriate file to correspondence to be answered.
• Prepares outgoing mail.
• Affords assistance with compilation and maintenance of adult and junior participation records.
• Ensures that all files and records related to tennis, golf and pickleball are current and maintained in an orderly manner.
• Affords assistance with processing of tennis, golf and pickleball programs participant information and billing.
• Affords assistance in preparation of monthly and seasonal camp rosters for Jr. Tennis and Golf participation for Ambassador Booth.
• Attends and takes minutes at monthly Department meetings.
• Utilizes Birch Street system for vendors/supplies. Tracks purchase orders and invoices.
• Responsible for the maintenance of the Pro Shop to include anticipating seasonal supplies needed.
• Reports of playground and court maintenance issues.
• Maintains inventory of department office supplies, Zendesk requests and Pro Shop, playground and department supplies as needed.
• Works under direction of Membership Department to ensure date and/or space availability prior to development of annual tennis, pickleball, golf event calendar.
• Other duties may be assigned throughout the year.

Qualifications

• Minimum of three (3) years related experience and/or training in equivalent combination of education and experience.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively in English with guests, children, parents, managers, or employees of the organization.
• Ability to manage and create basic spreadsheets, add, subtract, multiply and divide.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions and percentages.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Understanding of tennis rules.
• Constantly lifts and/or moves up to 10 pounds and must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, peripheral vision and the ability to adjust focus.

Outcome

The Tennis and Golf Programs Coordinator will most often be the first person of contact Club members and guests will encounter. It is imperative, therefore, that this employee understand that our business is hospitality and our role as employees of this company is to make our guests feel at home during their visit. The warmth of this employee’s welcome, the sincerity of their smile and the graciousness of their greeting is what will make a difference and win loyal guest & member relationships. This employee will be challenged to deliver not ordinary, but extraordinary service by anticipating guest’s needs, by attention to detail and by exceeding their expectation of first class service each and every day. Timely and accurate responses to member, guest and employee requests are essential to the success of the department(s) and the company.

Qualification Requirements

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• EDUCATION And/or EXPERIENCE Minimum of three (3) years related experience and/or training in equivalent combination of education and experience.
• Languages Skills Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively in English with guests, children, parents, managers, or employees of the organization.
• MATHMATICAL SKILLS Ability to manage and create basic spreadsheets, add, subtract, multiply and divide. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions and percentages.
• REASONING ABILITY Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• CERTIFICATES, LICENSES, REGISTRATIONS CPR & First Aid Training Card, Mandated Reporter Certification, Abuse Reporting Training
• PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee frequently works in outside weather conditions. The employee occasionally works near moving mechanical parts. The noise level in the work environment is usually moderate to loud.
• WORKING CONDITIONS ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee frequently works in outside weather conditions. The employee occasionally works near moving mechanical parts. The noise level in the work environment is usually moderate to loud.
• INTERACTION While performing the duties of this job, the employee will interact frequently with the adult members and apartment guests, as well as the children of members, hotel guests and non-members. This employee will also interact frequently with the membership services staff, tennis pro & tennis shop staff, front desk staff, catering staff and property service employees, as well as occasional interaction with the housekeeping and engineering staffs. The employee must have the ability to communicate and work effectively with both internal and external customers mentioned.
• SCHEDULING This company operates seven days a week, 24 hours a day. At times it may be necessary to move you from your accustomed shift if business or task assignments demand. In addition, it should be understood that business needs determine the number of hours that you work. LJBTC INC. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.