Heritage Hills Recreation Club (HHRC) is seeking a dynamic, organized, and community-focused Club Manager to oversee day-to-day operations, manage seasonal staff, lead facilities management and ensure an outstanding experience for our members. This is a leadership role that requires multitasking, strong communication skills, and the ability to collaborate with various teams. Previous bookkeeping experience is desired but not required.
We welcome applicants from diverse backgrounds and experiences. There is no single path to success in this role and we encourage individuals from all walks of life to apply.
About HHRC
HHRC is a member-directed, nonprofit swim and tennis club located in the Heritage Hills neighborhood of Chapel Hill, North Carolina. The club was originally constructed in 1965 with membership opening to the public in 1976. The club facilities include a pool with a snack bar, tennis courts, basketball courts, and a playground. HHRC is a family-oriented club with a friendly and relaxing vibe that many families return to year after year.
To Apply: Please submit a Cover Letter and a Current Resume with your application.
Reports to the HHRC Board of Directors
The Club Manager is in charge of successfully managing many areas of the Club and is primarily responsible for the day-to-day functioning and member relations of the Club. The Club Manager also assists in managing the snack bar staff.
The club manager role is a year-round commitment with a greater time commitment during the peak season between April and October.
While some responsibilities may be completed remotely, the club manager is expected to be on-site 30+ hours during the peak season. Weekends should be considered work days during the peak season.
Greater flexibility is available during the off season. The club manager should expect to be on-site for 10+ hours during the off-season. Remaining work time may be spent completing responsibilities remotely.
Facilities Management:
- Manage and maintain facility and equipment
- With the Pool Manager, help to train board members especially those living in the neighborhood on maintenance procedures for emergencies such as power failures during the winter etc.
- Ensure the clubhouse is clean, orderly, and well-stocked with needed supplies.
- Oversee ongoing maintenance of all natural areas, including playground
- Oversee all service contracts: trash, recycling, landscaping.
- Oversee insurance contracts, and other contracts or agreements as needed.
- Monitor the conditions of club property and notify the appropriate board member(s) of areas of need
- Along with the Pool Manager, act as the emergency contact for system failures throughout the year.
- The Pool Manager may from time to time require assistance maintaining safety equipment and other pool specific equipment, help with scheduling repairs on pool equipment, diving boards, guard stands, etc. Work with the Pool Manager to schedule repairs and purchase replacements as needed.
- Work with the Board to plan and implement closing of the pool at the end of the season.
- Work with the Board to identify and facilitate off-season repairs and maintenance.
Snack Bar
Primary Duties
- Train and supervise employees on proper food prep and customer service.
- Responsible for ensuring a weekly inventory is completed.
- Ordering food, beverages and other necessary items.
- Track sales and COGS report to the Board throughout the season on snack bar performance.
Snack Bar Facilities
- Planning and prepping for open and close of the season
- Establish and maintain daily opening and closing procedures for snack bar, establish menu and pricing, schedule staff, and troubleshoot problems
- Work alongside the snack bar staff a few times a week to oversee staff, food prep and customer service.
- Ensure deposits are made timely and change is on hand.
- Create menus and signage
- Work with the Pool Manager to prepare the pool for opening.
- Inspect snack bar equipment prior to the season for safety and to ensure all are in working order prior to the club opening.
- Ensure the snackbar is clean, orderly, and well-stocked with needed supplies.
- At the end of the season winterize equipment and deep clean the snack bar.
Snack Bar Staff Management:
- Interview and hire snack bar staff and set hourly rates with HHRC Board Members.
- Lead with one or more snack bar staff orientation sessions to cover:
- Staff responsibilities (including safety, problem solving)
- Expectations of performance (including team mentality, positive attitude)
- Scheduling work hours & time sheets online through the When I Work app.
- Emergency procedures
- Manage snack bar employees ensuring they are completing the tasks outlined in their job description and help them to be successful in their job
- Review staff time sheets. If any irregularities exist, make any necessary adjustments.
- Give constructive feedback with a positive attitude.
- Meet with snack bar staff members individually mid-season (and as needed) to give feedback and critique of their work constructively.
Managing Daily Operations:
Club
- Establish and maintain daily check-in procedures for all members and their guests. Work with the Pool Manager to communicate any changes to lifeguards.
Tennis Camps
- Organize scheduling of tennis courts with tennis camps, ensure that insurance and contracts are in place before the start of tennis camps
HHRC Hurricanes / NCAC
- Coordinate with Board’s Swim Team reps and Head Swim Coach to ensure the clubhouse is prepared for all swim team activities and needs.
Communications and Announcements
- Ensure timely announcements to pool staff and members of pool and/or snack bar closures for weather, etc.
- Maintain the google calendar or similar for all special events, swim meets and site rentals.
Communications, Member Services and Public Relations:
Member Services and Public Relations
- Be a consistent presence and leader at the club
- Coordinate and provide tours to any prospective members.
- Respond to all emails and/or phone calls to the club (e.g., prospective members, member questions, and member concerns).
- Working with the Pool Manager, publicize the pool rules appropriately and keep a copy of the member handbook and staff handbook at the front desk at all times. Ensure a current copy is available on the club website.
- Post the thunder and lighting and swim test rules on the club website in consultation with the Pool Manager.
- Learn to recognize pool members and call them by name. Interact with members frequently to gather suggestions, complaints, and opinions.
- In particular, offer one free family visit to anyone inquiring about joining
Communications
- Coordinate with the Board to ensure that member newsletter email goes out regularly (weekly/bi-weekly) during open dates.
- Utilize social media, signage and bulletin boards to provide timely member information.
- Attend all Board meetings unless extenuating circumstances. Discuss open questions or unresolved issues. Coordinate with appropriate board member(s) for ongoing planning and/or problematic issues.
- Notify Board and Pool Manager in advance if Club Manager will be unavailable to respond to any emergent facility or staff issues.
- Notify Board and Pool Manager in advance if Club Manager will be unavailable at any point in the season or of any planned vacations.
- Provide a review of the season including staff member survey comments, concerns, suggestions. Work with the personnel Board Member to create staff surveys.
Events Management:
- Publicize water aerobics classes and with Pool Manager and support the instructors as needed.
- Organize, post, and respond to party requests via club email.
- Alert Pool Manager of any need to adjust lifeguard staffing levels for large events, parties etc.
- Coordinate with the Board in planning, advertising, and carrying out club events such as Memorial Day picnic, Last Day of School party, 4th of July events, Labor Day picnic, etc.
- Publicize tennis camps and clinics and direct questions/registration to RDU Tennis or Board’s Tennis Coordinator.
Bookkeeping:
- Manage accounts payable by paying invoices by check using QuickBooks online
- Manage accounts receivable by depositing checks and cash at the bank
- Ensure all necessary employee paperwork is submitted prior to starting work including for employees under 18. Ensure that employee payroll details are accurate.
- Process biweekly payroll for all employees working with managers to ensure timesheets are correct
- Work with HHRC outside bookkeeper, accountant, and Treasurer to collect financial details to help prepare for tax filings.
- Work with an outside bookkeeper as needed.
Location: Chapel Hill, NC
Type: Full Time On Season (Spring–Fall), Part Time Off Season (Fall - Winter)
Reports to: HHRC Board of Directors
Compensation: Salaried position
Salary Range: $40,000 - $50,000 annually + yearly performance bonus
Benefits: Base compensation only
Heritage Hills Recreation Club is committed to the concept and practice of Equal Employment Opportunity without regard to race, color, sex (including gender identity or expression), disability, marital status, national origin, creed, religion, age, sexual orientation, genetic disposition, military or veteran status or any other classification protected by state, federal, or local law or rules and/or regulations.
