Tennis Club Manager

About Wallace Park Tennis Club (WPTC)

WPTC is a vibrant community, not-for-profit tennis club located in Oakville, Ontario, offering a family-friendly environment for players of all ages and skill levels. Our club is dedicated to promoting tennis through high quality instruction, organized events and fun, inclusive programming.

Position Overview:
We are seeking a Club Manager to be responsible for ensuring the smooth day-to-day operations of WPTC. This includes, but is not limited to, liaising with WPTC members, staff, the WPTC Board of Directors, the Head Tennis Pro, contractors, the Town of Oakville, and other stakeholders while providing excellent customer service. Also, this position is responsible for ensuring the maintenance of the tennis courts, clubhouse, storage facility, and WPTC property adjoining the courts. This position reports to the President of the WPTC Board and is a part-time, seasonal position with flexible hours. The core work obligations will be during the tennis season (spring, summer, and early fall), with occasional additional obligations during the off-season. That is, attending the Board meetings, when required, and making preparations for the start and end of the season.

Specific Responsibilities:

- Recruit, interview, and select staff (Court Attendants). Train, schedule, and supervise staff for the season.
- Prepare the clubhouse, tennis courts and surrounding property for the season opening and closing.
- Ensure WPTC’s property is well maintained, and the club’s equipment is in good repair (for instance, blower, screens, nets, etc.). Purchase equipment and supplies as needed for the property maintenance and clubhouse (for instance, balls, cleaning, office, kitchen and washroom supplies, etc.).
- Assist new and returning members with registration, as necessary. Provide registration information to the public.
- Collaborate with the Head Tennis Pro to ensure that there are no scheduling conflicts and the club’s programs and lessons are run seamlessly by the Head Tennis Pro.
- Initiate and coordinate maintenance work to be done by the Town of Oakville and other contractors (for instance, grounds maintenance, plumbing, water filtration system, etc.).
- Work with insurance providers to tender yearly D&O insurance for the WPTC Board. Ensure Town of Oakville liability insurance is paid and up-to-date.
- Approve staff timesheets, coordinate payroll and HST remittances with the club Treasurer and distribute cheques for staff in cooperation with the Treasurer of the Board.
- Diligent record keeping of all revenues and expenses of the club, and ensuring it is in accordance with the club’s seasonal operating budget.
- Coordinate Men’s and Ladies’ Nights, House League, Singles ladder, and ensure league and Team Captains have ball requirements.
- Ensure the clubhouse and washrooms are always clean and well-stocked with supplies.
- Attend and assist in the coordination of the club socials, tournaments, year-end Annual General Meeting and other special events.
- Work with the Social Director, on yearly calendar of events and budget of said events.
- Prepare announcements, communications, and weekly schedules on the bulletin boards and the WPTC website.
- Register Junior members using WPTC’s website and ensure guardian authority is provided.
- Ensure strict adherence to WPTC’s by-laws and rules by members and staff.
- Provide member and staff support by handling suggestions for improvements, complaints, conflict resolution by de-escalating conflict. Report to the Board on these issues of importance to be handled in a timely manner.
- Purchase and maintain WPTC’s trophies, plaques, and photographs. Purchase tournament prizes/solicit donations.
- Purchase and distribute WPTC’s keys as instructed. Maintain documentation of key distribution and collection.
- Maintain a record of members’ guests for the season due to a maximum number of guest visits per season.
- Organize and maintain the clubhouse and storage facility.
- Ensure the proper maintenance for the operation of the lights, cameras, clocks, and other WPTC appliances.
- Complete off-site work such as: PO Box mail collection; bank deposits; payroll drop-off to bookkeeper/Treasurer; equipment/supplies purchase and pickup; etc.
- Attend WPTC Board meetings when requested.

Qualifications and Requirements:

- Knowledge of tennis rules and etiquette.
- Excellent customer service skills with dealing with members, staff, WPTC Board, contractors, and the public.
- Excellent communication and conflict resolution skills.
- Experience managing a small team of seasonal staff.
- Previous experience in a similar community, not-for-profit role organization is an asset.
- General knowledge of basic property maintenance and repairs.
- Above average knowledge of MS Office products and finance (budgets, P&L, etc) comprehension.
- Standard First Aid, CPR, and automated external defibrillator (AED) certification would be an asset.

Sala