Club Manager

THE CALGARY YACHT CLUB

**2025-02-18**

**CYC Club Manager Job Description**

Reporting to the Calgary Yacht Club (CYC) Board of Directors, the Club Manager is responsible for the day-to-day operations and administration of the club. The role requires approximately 120 hours per month (approximately 35 hours per week) averaged out over the year of dedicated work. This could mean 40 hours a week in sailing season (May to September) and 30 hours a week in the off season (October - April) depending on workload. During the sailing season, responsibilities will be completed in person at the club, while a portion of off-season work may be completed remotely; however, an on-going presence at the Club is required. This will include attendance at Thursday Night Socials, regattas, monthly evening Board meetings, and the flexible utilization of the Club Manager office. The club manager position requires independent workload and time management. Outside of the sailing season there is significant flexibility in the position making it a great opportunity for fresh graduates and snowbirds alike.
- Fostering a positive culture, excellent membership and customer experience, and stakeholder relations is a fundamental task of the Club Manager. _

**Member Relations & Customer Service**
- Provide prompt and professional response to all customer and member service requests and correspondence
- Develop multi-season engagement programs and events that encompasses all membership types (youth race team, masters, single or family, and camp attendees)
- Oversee summer camp programs.
- Interact with members, customers and staff in a professional, friendly, and engaging manner
- Provide a criminal record and vulnerable sector clearance (dated within 3 months of employment with bi-annual renewals, or as requested by the board)

**Administration**
- Grant writing and submission
- Management of registrations, memberships, boat, and equipment storage,
- Invoicing and ensuring customer accounts are in good standing.
- Create and maintain a registry for both club and member owned assets stored on the property
- Tracking of members volunteer hours
- Manage the property bookings/ access to the club
- Developing Vendor contracts and relations
- Maintain and renewal annual accounts (Insurance, liquor license, WCB ect)
- Manage rental of club facilities and required contract/ documentation

**Human Resource Management**
- Management and leadership to all staff and contractors
- Manage the hiring of staff ensuring the best person for the position(s), that will both provide the necessary service and will be an asset to strengthening the positive Club Culture and Image
- Positions to be discussed with the Board of Directors prior to advertisement, hiring completed by the Club Manager or delegate.
- Collaborate with club coordinator and /or head coach in the hiring of camp staff
- Work with Head Coach &or designate in the development of additional staff/ coach development opportunities.

**Development of sailing programming**
- Development of race team and succession planning for race team.
- Hiring, retention, development, and succession planning of coaching staff.
- Development of programming to support the sailing school.
- Creation and development of off season training opportunities (Dryland/ sailing theory).

**Event Management**
- Coordinating and/or catering for Thursday Night Dinners during the sailing season
- Management of Club events year round to promote the club culture and perception as a social hub for members
- Management of and recruitment of volunteers
- Bar ordering/ restocking, with and emphasis on local when possible

**Financial Management**
- AGLC filing, and other financial requirements
- Development of a 1-year budget for Board approval, with multi-year supplements to ensure the future viability of the Club.
- Manage accounting and record keeping
- Procurement and maintaining of all contracts
- Manage accounts receivable
- Issuing payments, managing accounts receivable, payroll, and employee expenses
- Management of club assets - administering assets, including calculating current financial value with depreciation
- Manage the preparation of annual financials for auditing, and filing

**Marketing, Public / Community Relations & Communications**
- Management of website including online payment system
- Coordination of social media
- Responsible for generating and distributing the Club newsletter
- Develop and implement a marketing strategy for Sailing School which will lead to ongoing growth
- Develop a Board Approved marketing plan that supports the club’s objectives and the sustainability of the sailing school
- Community engagement
- Stakeholder relations

**Capital and Maintenance Execution**
- Pro-active monitoring of club property and equipment, scheduling repairs/maintenance and creating/updating a preventative maintenance plan
- Develop, tender and execute Board approved capital projects
- Put forward projects for bud