Clubhouse Team Lead

Hoamco•Cornville, AZ

About The Position

The Clubhouse Team Lead oversees Clubhouse Staff and operational continuity, working closely with the Clubhouse Committee and the Property. The role encompasses administrative operations, staff supervision, vendor and maintenance coordination, and communications with Clubhouse members and other stakeholders. The Team Lead manages administrative processes including action items, invoices, budgets, group activities, rentals, petty cash, access, records, databases, procedures, calendars, and software credentials. The role handles Owner, Member, and Guest feedback and issues, responds to emergencies, and coordinates with the Property Manager and Clubhouse Committee as needed. The Team Lead hires, trains, schedules, and delegates work to Clubhouse Staff, with hiring conducted in consultation with and approved by the Clubhouse Committee. The role also helps evaluate, select, and manage vendors; coordinates requests for proposals; maintains vendor and maintenance records; and ensures the committee is informed of changes in vendor costs or service levels. The position prepares emergency notices, reports, and newsletters. It combines office work with movement through community common areas, amenities, and project sites, and periodically requires flexible hours, including evening Board of Directors meetings. The role requires adherence to a professional but-casual dress code.

Requirements

High school diploma or equivalent required.
Two or more years of administrative, customer service, or related experience preferred.
HOA or community association experience preferred.
Demonstrated customer service excellence.
Communication and relationship-management skills.
Organization and prioritization skills.
Attention to detail.
Problem-solving skills.
Accountability.
Time-management skills.
Follow-through and execution skills.
Ability to occasionally lift and/or move approximately 20 pounds.
Ability to work flexible hours periodically, including evening Board of Directors meetings.
Ability to work in office conditions and move through community common elements, amenities, and project sites.
Ability to adhere to a professional but-casual dress code.

Nice To Haves

Two or more years of administrative, customer service, or related experience.
HOA or community association experience.

Responsibilities

Create, delegate, and close administrative action items.
Manage and approve invoices in Strongroom. For charges exceeding $1,000, obtain multiple bids and send them to the Clubhouse Committee for approval.
Work with the Property Manager to ensure invoices are budgeted correctly and run reports from financial systems as needed.
Approve group activities and rentals according to the rules and fee schedule.
Handle Owner, Member, and Guest issues, complaints, and compliments, and inform the Clubhouse Committee when an issue requires resolution.
Respond to emergency calls, texts, and emails from staff and call centers; response duties may be delegated to staff.
Manage petty cash and the debit card.
Respond promptly to email, text, and phone calls; these duties may be delegated to staff.
Work with the Property Manager to keep Owner, Member, and Tenant data and files current and accurate.
Enable and disable Clubhouse access as needed; this duty may be delegated to staff.
Manage Owner, Member, Renter, and Guest databases; this duty may be delegated to staff.
Maintain the Clubhouse Standard Operating Procedures document and the list of usernames and passwords for Clubhouse software products.
Maintain the Clubhouse and Operations Calendar; this duty may be delegated to staff.
Hire, train, and retain Clubhouse Staff, with hiring conducted in consultation with and approved by the Clubhouse Committee.
Schedule Clubhouse Staff and delegate tasks to them.
Work with the Clubhouse Committee to evaluate vendors.
Identify, evaluate, hire, and retain vendors within budget, in consultation with the Clubhouse Committee and possibly Working Groups.
Obtain Clubhouse Committee approval for vendor cost changes that exceed the budget, and bring changes in service levels to the committee's attention.
Create requests for proposals as needed, in consultation with the Clubhouse Committee and possibly Working Groups.
Work with the Property Manager, Clubhouse Committee, and/or Members to identify potential vendors.
Maintain vendor databases and files; this duty may be delegated to staff.
Keep a log of all maintenance and a calendar of scheduled maintenance; these duties may be delegated to staff.
Send emergency emails when facilities are out of service and when they are repaired.
Prepare reports and newsletters to update and inform Clubhouse members.

Benefits

Comprehensive benefits package including medical, dental, and vision.
Wellness program.
Flexible Spending Accounts.
Company-matching 401(k) contributions.
Paid time off for vacation, holidays, medical needs, and volunteering.
Paid parental leave.
Training and educational assistance.
Employee Assistance Program and Calm Health support programs.
Optional short- and long-term disability insurance, life insurance, and pet insurance.
Supportive team dedicated to employee success.