Club Administrator

Greywell Ventures; Wes-Kaap; On-site; ZAR 250,000 - 420,000; Full time

Job summary

Kurland Polo Club in Plettenberg Bay is seeking a Club Administrator to run the day-to-day administration of the club. You will be the operational hub, the first point of contact for members and guests, and the person who keeps membership, finances, governance, events, and community outreach running smoothly.

This ground-floor role requires strong organisational skills, excellent communication, and the ability to coordinate with grounds, hospitality, and estate teams on-site to support the

Qualifications

• Proven administrative experience in clubs, hospitality, or membership-based organisations.
• Experience planning and running member or community events.
• Excellent written and verbal communication; attentive to detail.

Responsibilities

• Manage daily club administration, correspondence, filing, and general office operations.
• Handle membership inquiries, applications, renewals, and onboarding, and manage invoicing.
• Process membership payments, invoicing, and reconcile accounts with the club's bookkeeping/finance function.
• Coordinate tournament registrations and related logistics.
• Lead planning and delivery of all major member events from concept through execution.
• Support governance administration for the club's non-profit structure (e.g. SAPA/HPA affiliation requirements, annual returns, and record-keeping).

Skills

Administrative experience

Event planning

Organizational skills

Communication skills

Minute taking

MS Office

Google Workspace

Independent work

Front-of-house management

Tools

Booking platforms

Membership databases

Website management

Job description

Kurland Polo Club is based on the Kurland Estate in Plettenberg Bay, one of South Africa's most storied polo and equestrian settings. We are building a club that honours the traditions of the sport while running with the standards and systems of a modern, well-managed organisation. This is a ground-floor opportunity to help shape the administrative backbone of a new club with serious ambition.

The Role

We are looking for a Club Administrator to run the day-to-day administration of Kurland Polo Club. You will be the operational hub of the club, the first point of contact for members and guests, and the person who keeps membership, finances, governance, events, and community outreach running smoothly.

Key Responsibilities

• Manage daily administration of the club, including correspondence, filing, and general office operations
• Handle membership inquiries, applications, renewals, and onboarding
• Process membership payments, invoicing, and reconcile accounts alongside the club's bookkeeping/finance function
• Manage tournament registrations, entries, and related logistics
• Coordinate field and facility rentals, including bookings, invoicing, and scheduling
• Act as secretary to the Committee and all sub-committees: prepare agendas, attend meetings, take and distribute minutes, and track action items to completion
• Lead planning and delivery of all major member events (tournaments, socials, seasonal functions), from concept through execution
• Lead the club's outreach and community support programs, building and maintaining relationships with the local polo community and wider Plettenberg Bay area
• Maintain the membership database and club records, ensuring accuracy and confidentiality
• Liaise with grounds, hospitality, and estate teams on club-related operational needs
• Support compliance and governance administration for the club's non-profit structure (e.g. SAPA/HPA affiliation requirements, annual returns, and record-keeping)
• Manage the club's general inbox, phone line, and front-of-house inquiries
• Assist with the maintenance and updates of the club website and member-facing forms

What We're Looking For

• Proven administrative experience, ideally in a club, hospitality, sporting, or membership-based organisation
• Experience planning and running events, ideally member or community-facing
• Strong organisational skills and close attention to detail
• Comfortable managing invoicing, payments, and basic financial record-keeping
• Excellent written and verbal communication skills
• Experience taking formal minutes and supporting committee or board processes is a strong advantage
• Proficient with Microsoft Office / Google Workspace; comfortable learning new systems (membership databases, booking platforms, etc.)
• Discreet, professional, and comfortable interacting with a high-profile membership base
• Self-starter who can work independently and take ownership of processes from the ground up
• Able to work on-site at Kurland Estate in Plettenberg Bay, as the role requires daily in-person presence to manage front-of-house, events, and committee meetings
• A valid driver's licence, as the role involves travel around the estate and to outreach engagements in the surrounding area
• An interest in or familiarity with polo or equestrian sport is a plus, but not required

Equal Opportunity & How We Handle Your Information

Kurland Polo Club is an equal opportunity employer. All qualified applicants will be considered for employment on merit, without regard to race, gender, age, disability, religion, marital status, sexual orientation, or any other characteristic protected under South African law.