Racquet Sports Coordinator

HEI Hotels and Resorts•Berkeley, CA

1d•Onsite

About The Position

The Racquet Sports Coordinator provides day-to-day administrative and operational support for the racquet sports department, including member service, court scheduling, reservations, billing accuracy, and audit compliance. This role supports the Director of Racquet Sports and teaching professionals while serving as a visible, welcoming point of contact for members. The coordinator manages member onboarding and follow-up, social programming, department communications, revenue capture and reporting, court inventory, and the department’s transition to Agilysys. The position requires a highly organized, detail-oriented person who can balance hospitality with structured, accuracy-driven work.

Requirements

At least 3 years of experience in a member- or guest-facing role in a private club, hotel or resort, fitness, or hospitality setting, including planning and running events or programs.
Warm, outgoing hospitality approach and comfort initiating conversations, remembering names, introducing people, and hosting.
Demonstrated success building participation and community, such as growing an event series, league or group, or membership program.
Hands-on experience with billing, point-of-sale, or reconciliation work, with accurate recordkeeping under deadlines.
Strong Excel skills, including lookups and pivot tables, and ability to learn club management and booking systems quickly.
Excellent written communication for newsletters, member emails, and event promotion, plus professional verbal communication with members, staff, and Finance.
Exceptional organization and follow-through across multiple events, requests, and deadlines.
Availability to work early mornings, evenings, weekends, and holidays in line with peak member play and the event calendar.

Nice To Haves

Private club experience in racquets, membership, or member events.
Playing knowledge of tennis and/or pickleball and familiarity with social formats such as round robins, ladders, and mixers, and league structures such as USTA.
Familiarity with club management or court booking systems such as Agilysys, Jonas, ClubCaddie, or CourtReserve.
Experience with email marketing, social media, or simple design tools for member communications.
Degree or coursework in Hospitality Management, Recreation or Sport Management, Business Administration, or a related field.

Responsibilities

Serve as the primary day-to-day contact for racquet sports members, respond to inquiries and concerns, and personally follow issues through to resolution.
Maintain member notes and use member preferences and playing information to personalize service and facilitate introductions.
Onboard new racquet members within 30 days, follow up at 90 days, and proactively contact members whose participation has declined.
Gather and report member feedback; serve as liaison to the member racquet committee or advisory group and track action items.
Coordinate with Membership, Food and Beverage, Events, and Communications to support a seamless club experience.
Design and operate a year-round social programming calendar, publish it at least one quarter in advance, and run at least two member social events each month.
Build player-matching systems, create welcoming entry points for members of varied levels and ages, and support member volunteers, captains, and group leaders.
Manage social event logistics, including budgets, registration, Banquet Event Orders, setup, hosting, and post-event evaluation.
Track event participation and use participation data, feedback, and financial results to improve programming.
Own racquet department communications, including newsletters or e-blasts, event calendars, club app and website content, signage, bulletin boards, and coordinated social media.
Recognize member and community achievements, brief department staff on upcoming events and member information, and help maintain welcoming, event-ready department spaces.
Post lesson, clinic, camp, league, tournament, USTA, and event charges through point-of-sale and membership billing systems within 24 hours of service.
Reconcile charges against instructor logs, program rosters, and the court calendar weekly; resolve variances and ensure revenue is coded correctly.
Resolve billing questions and disputes in coordination with Finance and the Director, and document resolutions.
Track member, non-member, and resort-guest participation for lessons, programs, and events; deliver monthly revenue summaries by the third business day.
Maintain instructor hour and revenue reports and produce monthly court-utilization, no-show, cancellation, and social-program participation reports.
Support budget, forecast, and reforecast work, including the social programming budget.
Maintain the master calendar for all eight courts and manage reservations, modifications, cancellations, and court blocks in accordance with club policies and priorities.
Audit court reservations weekly, correct discrepancies and unauthorized holds, maintain audit logs, and escalate policy violations or member conflicts.
Manage guest court access, including fee collection and documentation.
Lead the racquet department’s Agilysys transition by documenting workflows, defining requirements, testing the build, and managing cutover.
Maintain booking and billing system configuration, Excel reconciliation and reporting tools, department records, supplies inventory, and equipment orders as directed.
Complete accurate time punches and attestations each pay period and meet the stated performance standards for member responsiveness, visibility, onboarding, programming, billing, reporting, and court-calendar accuracy.