club manager

Job Description:Club Manager

(Ceylon Sports Club)

Position Title

Club Manager

Location

Ceylon Sports Club (CSC), Singapore

Reporting To

President / Management Committee (MC)

Role Purpose

The Club Manager is responsible for the overall day-to-day operations,administration, and facility management of the Ceylon Sports Club. The roleensures smooth functioning of club activities including bookings, membershipservices, facilities maintenance, staff supervision, compliance, andstakeholder coordination. The Club Manager supports the Management Committee indelivering a high-quality member experience, operational efficiency, andgovernance of club affairs.

Key Responsibilities

1. Club Operations &Administration

• Manage daily club operations including office administration and member services
• Check and respond to official emails and telephone enquiries
• Maintain records, registers, and documentation of all club activities
• Ensure proper filing, labeling, and secure storage of all club documents
• Liaise with President and MC on operational matters and urgent issues

2. Booking & Facilities Management

• Manage bookings for:
• Function Hall
• Reception areas
• Cricket nets and playing field
• Maintain booking diary and ensure accuracy of scheduling
• Confirm bookings with clients and ensure payment before usage
• Update booking boards and communication tools regularly
• Prevent revenue leakage through proper booking and payment controls

3. Membership Management

• Process new membership applications and verify completeness
• Maintain membership records and software database
• Prepare and issue membership cards with proper acknowledgement
• Maintain registers for membership categories and updates
• Follow up on lapsed memberships and encourage renewals/upgrades
• Maintain secure storage and control of membership cards

4. Financial Coordination & CashHandling

• Coordinate with Accounts Executive on payment verification
• Deposit cash collections (e.g., bar revenue) into bank accounts
• Ensure proper documentation of payment transactions
• Support timely payment of utilities and service providers
• Maintain basic controls over cash handling and collections

5. Staff Supervision & HRAdministration

• Supervise Accounts Executive, bar cashier, grounds staff, and service staff
• Monitor attendance, leave (vacation/medical), and staff documentation
• Ensure staff follow operational procedures and SOPs
• Maintain HR records and update MC on staffing matters

6. Facilities Maintenance &Housekeeping

• Ensure cleanliness and upkeep of:
• Clubhouse
• Office
• Bar
• Toilets
• Sports facilities (field & nets)
• Conduct regular inspections (at least weekly) and report status
• Coordinate maintenance for electrical, plumbing, and repairs
• Ensure grounds staff execute duties as contracted
• Maintain inventory of equipment and assets

7. Asset & Inventory Control

• Maintain register of club assets and equipment
• Track loan of movable equipment with proper documentation
• Manage locker rentals and key inventory systems
• Maintain secure control of keys and access points
• Ensure proper documentation of stock and assets

8. Governance, Compliance &Licensing

• Ensure compliance with club policies and regulatory requirements
• Monitor and renew licenses (e.g., liquor, operations permits)
• Ensure safe management measures (SMM) are followed where applicable
• Maintain proper audit trails and documentation
• Monitor land/lease (TOL) matters and notify MC proactively

9. Meetings & Committee Support

• Record minutes of Management Committee meetings
• Prepare and circulate minutes within 24 hours
• Maintain signed hardcopy records of meeting minutes
• Support MC with administrative coordination and communication

10. Communication & MemberEngagement

• Respond to member enquiries and service requests
• Manage incoming mail and communication records
• Notify members on important updates, renewals, and collections
• Support engagement initiatives to improve member experience

11. Safety & Compliance Management

• Maintain first-aid boxes and safety supplies
• Ensure compliance with safety and hygiene standards
• Monitor facility risks and coordinate mitigation actions
• Ensure general safety of members, staff, and visitors

Key Deliverables

• Smooth day-to-day club operations
• Accurate and updated membership and booking records
• High standards of facility cleanliness and maintenance
• Timely processing of bookings and payments
• Effective staff supervision and administration
• Strong compliance with licensing and governance requirements
• Timely and accurate MC meeting documentation

Qualifications &Experience

• Diploma/Degree in Business Administration, Hospitality Management, or related field
• Minimum 5–7 years of operations or club/hospitality management experience
• Experience managing facilities, events, or sports club operations preferred

Key Skills

• Strong organizational and administrative skills
• Good communication and stakeholder management
• Ability to multitask and manage daily operations effectively
• Attention to detail and compliance mindset
• Basic financial and cash management understanding

Preferred Attributes

• Experience in sports clubs, associations, or community organizations
• Familiarity with membership systems and booking platforms
• Hands-on approach with strong problem-solving ability
• Customer service-oriented mindset

Working Arrangement

• Full-time, on-site role
• Availability required during weekends, events, and peak activity periods
• Flexibility to support club events and operations as needed

Success Metrics

• Member satisfaction and service responsiveness
• Accuracy of booking and membership records
• Facility condition and maintenance standards
• Compliance with governance and licensing requirements
• Efficiency of daily operations and issue resolution
• Effectiveness of staff management and coordination