Club Admin Manager

Virgin Active South Africa (Pty) Ltd; Gauteng; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading fitness company in South Africa is seeking a Club Administrator responsible for delivering excellent member service and managing administrative workflows. This role requires a proactive person with finance and HR systems knowledge and a member-centric approach. You will handle payroll, manage inventory, and support departmental staff growth within a dynamic environment. The ideal candidate should have strong communication and organizational skills, along with relevant educational qualifications.

Qualifications

• Minimum of 2-4 years in an administration or similar role.
• Advanced in finance and HRMS systems.
• Member-centric approach in all dealings.

Responsibilities

• Inspire people to live active lives through excellent member service.
• Manage discipline and performance of departmental staff.
• Perform daily, weekly & monthly audits to ensure compliance.

Skills

Customer service

Communication skills

Organizational skills

Finance management

HR systems knowledge

Education

Matric grade 12 qualification

Relevant tertiary qualification

Tools

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Job description

Your Purpose

To inspire people to live active lives through delivery of excellent member service, auditing, banking, checking and processing contracts, administering payroll processes, administering orders, petty cash, monitoring and controlling uniform stock, ensuring effective communication to all departments and managing and developing departmental staff.

As the custodian of the Company’s Administrative Policies & Procedures, the Club Administrator is responsible for minimizing risk within this framework, whilst simultaneously providing the smooth flow of administration and excellent member service.

Your Duties and Responsibilities

Delivering Excellent Member Service

• Resolve member queries and requests
  • Respond & action member queries and requests within 24 hours.
  • Ensure database is maintained by updating changes of member details as requested.
  • Process refunds and follow up to ensure they are actioned timeously.
  • Action any relevant changes on DIY in accordance with the Framework of Authority.
  • Capture cancellation / change of information requests daily and follow up to ensure actioned.
  • Log relevant member notes

• Capture manual access stats
  • In the event of access downtime, ensure that all manual access stats are accurately captured onto the system within 36 hrs

Auditing

• Audit all pre-printed stationery to ensure payments were received
• Reconcile access card report to receipts to ensure payments were received
• Complete incident reports and highlight any discrepancies with the Club General Manager
• Perform daily, weekly & monthly audits to ensure compliance to audit requirements
• Respond and correct findings from audit reports

Banking

• Complete the banking process as per policy and procedures
• Log cash losses on Risk Management site
• Print and reconcile relevant banking reports and log calls where necessary to ensure that member’s accounts are corrected timeously
• Complete till float counts

Check and Process Contracts

• Check and process membership contracts
• Ensure that code changes, mini month end, month end requirements, commission schedules and breakdown reconciliations are performed
• Highlight any misrepresentation or contract discrepancies

Administer Payroll Processes in Club

• Capture employee documentation (take on’s, transfers, terminations)
• Check salary data received from HOD’s and ensure its submitted to NHO for payment
• Action salary deductions
• Check salary reports to ensure accuracy and correct remuneration of all staff
• Reconcile and update leave documentation

Administer Orders

• Place & receipt orders for pre-printed stationery, general stationery and uniforms

Petty Cash

• Manage & issue petty cash as per policy & procedures
• Perform weekly reconciliations and submit claims to NHO to ensure sufficient petty cash available at all times
• Log cash losses on Risk Management site

Monitor and Control Uniform Stock

• Reconcile uniform orders against deliveries
• Issue uniform and ensure deductions are actioned
• Maintain uniform reconciliation to accurately track all uniforms issued as well as keep record of remaining uniform allocations

Effective Communications

• Inform all departments of new admin policies and procedures
• Provide training on admin policies and procedures to all staff as required
• Ensure that tasks are carried out timeously and in accordance with Admin & Payroll timetables

Managing and Developing Departmental Staff

• Manage discipline and performance of staff
• Training of department staff
  • Develop growth plan for administration staff
  • Arrange for training in line with growth & succession plan
  • Maintain and update staff files of the Administration department

Our Minimum Requirements

We can’t live without… (Minimum Requirements)

• Matric grade 12 qualification
• Relevant tertiary qualification
• Minimum of 2-4 years in an administration or similar role
• Advanced in finance and HRMS systems
• Intermediate skill in the Microsoft suite, i.e. excel, word and powerpoint
• Be member centric in all dealings
• Have exceptional organization and planning skills

Attributes

• Have excellent communication skills
• Must take a proactive approach
• Be solutions oriented
• Adaptability (must be able to adapt to a fast paced, changing environment)
• Be curious (must be willing to succeed, seek opportunities to learn and grow)
• Have a winning mentality (must be willing to go over and above to achieve success)
• Must be motivated to achieve success.
• A commitment to making a difference in people’s lives.
• A Growth mindset
• The ability to work independently.
• Trustworthiness (must always act in doing the right thing)
• A drive to create moments of magic for our members.
• The ability to make decisions and take ownership and responsibility for the decision.

Additional Skills

• Wellness knowledge, to engage and inspire others to take a holistic approach to wellness.
• The ability to be agile.
• The ability to be collaborative.
• High Interpersonal skills (EQ)