Records Support Associate

XCAL; Ashburn, Northern (VA, KY); Hybrid; USD 21,000 - 30,000; Full time

Benefits offered by this job

XCAL membership

Flexible hours

Employee lockers

Discounts on products

Job summary

XCAL Shooting Sports and Fitness is seeking a detail-oriented Records Support Associate to support the Membership Department. This entry-level role maintains accurate membership records, audits files, assists with data entry, and supports administrative processes to ensure a smooth and professional member experience.

The ideal candidate is organized, dependable, and comfortable in handling confidential information.

Qualifications

• Clear communication and customer service abilities.
• Basic computer skills for managing member information.
• Attention to detail and accuracy in records.
• Ability to multitask and prioritize in a fast-paced environment.
• Professional and welcoming demeanor in interactions.

Responsibilities

• Maintain and update membership records in internal systems.
• Perform accurate data entry and assist with audits.
• Organize documents and manage digital records.
• Respond to internal requests for membership information.
• Ensure confidentiality and proper handling of sensitive data.
• Provide general administrative support to the Membership team.
• Assist with member sign-ups and answering phones as needed.

Skills

Strong communication

Customer service

Basic computer skills

Attention to detail

Multitasking

Professional demeanor

Education

Four-year college degree

Job description

XCAL Shooting Sports and Fitness, a family-owned business, combines its technology-driven design with uncompromising customer service to deliver a unique and fun-filled experience for shooters and fitness enthusiast of all levels. This revolutionary new concept integrates shooting sports and fitness in one convenient location. Our facility features three distinct shooting ranges, full service restaurant, large retail space, traditional as well as functional fitness, mixed martial arts dojo, spin studio, group fitness, spa services, child activity center and a host of amenities to provide an exceptional experience.

Employment at XCAL comes with an XCAL membership, flexible hours, employee lockers rooms, and discounts on products and services.

XCAL Shooting Sports and Fitness, a family-owned business, combines its technology-driven design with uncompromising customer service to deliver a unique and fun-filled experience for shooters and fitness enthusiast of all levels. This revolutionary new concept integrates shooting sports and fitness in one convenient location. Our facility features three distinct shooting ranges, full service restaurant, large retail space, traditional as well as functional fitness, mixed martial arts dojo, spin studio, group fitness, spa services, child activity center and a host of amenities to provide an exceptional experience. Employment at XCAL comes with an XCAL membership, flexible hours, employee lockers rooms, and discounts on products and services.

Membership Department - Records Support AssociateDepartment: MembershipEmployment Type: Full-TimeReports To: Membership Manager

Position Summary

XCAL is seeking a detail-oriented Records Support Associate to support the Membership Department. This entry-level role maintains accurate membership records, audits files, assists with data entry, and supports administrative processes to ensure a smooth and professional member experience. The ideal candidate is organized, dependable, and comfortable in handling confidential information.

Key Responsibilities

• Maintain and update membership records in internal systems
• Perform accurate data entry and assist with audits
• Organize documents and manage digital records
• Respond to internal requests for membership information
• Ensure confidentiality and proper handling of sensitive data
• Provide general administrative support to the Membership team
• Assist with member sign-ups and answering phones as needed

Required Skills

• Strong communication and customer service skills
• Basic computer proficiency for managing member information
• Attention to detail and accuracy
• Ability to multitask and prioritize in a fast-paced environment
• Professional and welcoming demeanor

Additional Requirements

• Professional Appearance: Maintain a polished, approachable, and energetic appearance that reflects a high-end, sales-focused environment. Employees are expected to wear appropriate business casual attire while representing the organization & the membership department.
• Mobility & Building Tours: Ability to stand and walk for approximately 45 minutes at a time when needed to provide building tours to members, guests, or prospective members.
• Professional Communication: Maintain a courteous and professional manner when interacting with members, guests, coworkers, and management.

Schedule

• Regular Schedule: Monday, Tuesday, Thursday, and Friday: 9:50 AM–6:50 PM, with a 1-hour unpaid lunch from 1:00 PM–2:00 PM.
• Wednesday Schedule: Wednesday is a regular full workday (9:50 AM–6:50 PM) with a 1-hour unpaid lunch from 1:00 PM–2:00 PM during weeks when no Saturday is scheduled. When an employee is scheduled to work on Saturday, Wednesday becomes a shortened workday from 3:00 PM–5:00 PM.
• Saturday Schedule: Two Saturdays per month. Employees may choose which Saturdays they work. Saturday hours are 1:00 PM–8:00 PM, with a 1-hour unpaid dinner break from 5:00 PM–6:00 PM.
• Weekly Hours: The schedule is structured for 40 paid hours per week during weeks when a Saturday is worked.
• Reception Coverage: Monday–Friday, 12:00 PM–1:00 PM - Responsible for covering the receptionist's phone and greeting duties.
• Paid Breaks: Employees receive two paid 15-minute breaks per workday.
• Timekeeping: Employees are required to punch in on time and accurately record their working hours, including punching out for unpaid meal breaks.
• Overtime Approval: Overtime must be requested and approved by the manager in advance. Any overtime worked will be paid in accordance with applicable wage and hour requirements.
• Task Transitions & Breaks: Employees must notify their manager when transitioning between major assignments or when stepping away from their workstation for more than 5 minutes. This helps ensure proper coverage, communication, and accountability throughout the workday.

Qualifications

• 1-2 years of administrative or data entry experience
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Ability to handle confidential information with discretion
• Strong team-oriented mindset
• Education & Compensation: Candidates who can provide verification of a completed four-year college degree may be eligible for consideration for a higher pay rate following successful completion of the six-month review period, based on performance, qualifications, and experience.