Eugene Swim and Tennis Club

We seek an all-around business person with a service industry mentality and an eye for detail. Comfort with budgeting and general finance is critical as are a high EQ and excellent written and verbal communications skills. Currently membership is robust, so innitially the new GM can focus on best practices, quality of programming and member satisfaction. It is a very flat organization, so understanding of and interest in all functional areas (human resources, finance, operations, marketing, IT etc.) is critical.

A personal or family history of tennis play is highly desired.

We cannot offer a relocation package, so candidates must be highly motivated to be in Eugene.

Please find the detailed formal position description below, and visit our website https://estc.org/

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THE CLUB

The Eugene Swim & Tennis Club (ESTC) was founded in 1961. As Southern Oregon’s premier tennis club, ESTC offers 11 indoor tennis courts, 6 outdoor tennis courts, workout and fitness facilities, outdoor swimming pool and hot tub, locker room facilities, a small tennis pro shop, outdoor picnic areas, and a club lounge.

MISSION

ESTC seeks to: provide members with the opportunity to participate in all levels of competitive and social tennis as well as other swim, fitness, and social activities; offer premier member services and facilities; deliver superior levels of member satisfaction in a friendly and family oriented environment; create an atmosphere which attracts and retains high quality staff; and, contribute actively to the tennis community.

LOCATION AND REPORTING RELATIONSHIP

The position is based in Eugene, Oregon in the heart of the Willamette Valley, less than 90 minutes to both the Pacific Ocean and the Cascade mountain range. The General Manager reports to the Board of Directors. Direct reports include sales, member relations, maintenance, fitness, pool, and child care. The Director of Tennis reports to both the GM and the Board of Directors. The total number of staff on the ESTC team is approximately 15-20 depending upon the season.

OWNERSHIP

ESTC is a non-profit Oregon corporation operating as a 501(c)(7) under the Federal Internal Revenue Code. The organization exists to serve its members and ultimate control of the club is vested in the membership. ESTC members elect a seven-person Board of Directors that is charged with fiduciary oversight of the business affairs of the club. Significant capital improvements requiring a vote of the membership. The Board hires the General Manager and Director of Tennis who work in cooperation to manage and operate the club.

THE POSITION

The General Manager is responsible for all club operations and activities, ensuring that members receive the highest level of service and member satisfaction. The GM is a results-driven leader with the ability to inspire and positively influence others, possessing a strong business acumen and superior customer service skills. The GM is also responsible for creating a positive and productive work environment that attracts top quality team members. This is an exempt position.

ESSENTIAL JOB FUNCTIONS, RESPONSIBILITIES, & DUTIES

FINANCE

• Direct the financial operations of the club.
• Develop an annual operating budget to be approved by the Board.
• Develop and implement policies to control and coordinate accounting, auditing budgets, taxes and related activities and records; develop, establish, and administer procedures and systems pertaining to financial matters.
• Maintain all accounting records; develop, analyze, and interpret statistical and accounting information.
• Evaluate operating results for costs, revenues, budgets, policies of operation, trends, and increased profit possibilities.
• Reconcile monthly ledgers including receivables, payables, bank, and other accounts.
• Coordinate annual financial statement preparation by ESTC’s public accountant.
• Generate monthly budget to actual financial statements.
• Ensure ESTC follows appropriate accounting practices and policies.
• Ensure the timely and accurate filing of tax returns.
• Adhere to budget and monitor financial performance.
• Approve all expenditures.
• Approve and process payroll and ensure payroll taxes are properly submitted to taxing authorities.
• Assure compliance with any other applicable tax requirements.
• Seek Board approval for all non-budgeted expenditures, contracts, leases, and debt in excess of $10,000.

PLANNING

• Responsible for approval of all non-tennis programming and scheduling.
• In partnership with department managers and DOT, develop and implement plans that focus on both programming and infrastructure. Work with department managers to deliver programming and services that are timely, innovative, cost-effective, and meet member needs.
• Coordinate the periodic updating of the ESTC Strategic Plan.
• Under direction of the Board, implement the ESTC Strategic Plan.

MANAGEMENT / HUMAN RESOURCES / LEGAL

• Overall responsibility for non-tennis employee hiring, training, supervision, evaluation, compensation, and termination decisions.
• Provide direct supervision of all department heads outside of the tennis program.
• Maintain an employee manual accurately reflecting current HR policies and procedures and ensure it is in compliance with all applicable laws and regulations.
• Ensure general compliance with all applicable federal, state, and local employment laws and regulations.
• Maintain an organizational chart and employee job descriptions and receive board approval for any organization structure modifications.
• Create a professional work environment that promotes collaboration.
• Lead regular staff meetings
• Ensure that all applicable licenses, permits, and insurance policies are acquired and/or maintained.
• Strive to reasonably minimize liability exposure with regard to ESTC operations.
• Maintain relationships with existing professionals, including legal, tax, insurance, and IT. Seek Board approval for any changes.
• Ensure all required corporate documents are securely maintained in line with best practices and legal requirements, including Secretary of State Annual Reports, Articles of Incorporation, Bylaws, IRS determination letter, annual financial statements, tax returns, Board and Member meeting minutes, Board resolutions, Board policies, contracts, accounting records, payroll records, and employee personnel files.
• In the unusual event the GM and the DOT have conflicting opinions that cannot be resolved by normal communications and collaboration, the particular matter should be discussed directly with the full Board in a meeting with both the GM and DOT.

FACILITY & OPERATIONS

• Ensure food/beverage services are operated in a manner that is financially self- supporting.
• Ensure facility is well maintained, clean, and safe.
• Plan and prioritize maintenance and capital improvement projects.
• Manage capital improvement projects. Ensure all work is performed according to established contracts.

BOARD RELATED

• Attend all Board meetings as a non-voting member and Board committee meetings as requested by the Board.
• Provide consistent and timely reports to the Board on all matters related to the club’s operation.
• Prepare a monthly report for the Board which includes GM summary, YTD financial statements, membership update, and other reports as needed.
• The Board shall provide a performance review of the GM at least annually.

MEMBER RELATED

• Maintain and develop relationships with members through timely communication and involvement in ESTC events.
• Engage membership as much as possible in order to foster community and facilitate retention.
• Maintain a suggestion system with timely follow-up for club changes, improvements, or issues.
• Oversee an annual survey of the membership and distill the findings for review by management, the board, and membership.
• Publish a monthly electronic member newsletter.

TECHNOLOGY

• Work with IT professionals to maintain and improve hardware and software systems.
• Continue to integrate technology in the organization to improve efficiency and communication.
• Oversee and maintain ESTC website, member portal, and Club Automation or similar club management software.

MARKETING

• In coordination with DOT, responsible for all ESTC marketing.
• Develop brand and marketing communication guidelines.
• In coordination with DOT and Board, coordinate advertising, recruitment, and retention of memberships.
• Create, oversee, and implement social media strategy.

PERSONAL SKILLS

• Characteristics of a successful GM includes honesty, straightforwardness, integrity, accountability, leadership, and dedication.
• Able to lead, inspire, and motivate others, earn the respect of the members and employees as well as the community at large.
• Ability to set goals and objectives as well as delegate to and coach the department managers and their staffs.
• Member-and guest-service oriented.
• Must be courteous to others and tactful towards members, guests, and co-workers.
• Works well with others as a team member and helps co-workers as needed.
• Ability to manage cross-functional teams and multi-disciplinary projects.

QUALIFICATIONS

• To perform this job successfully, an individual must be able to perform each essential duty satisfactory. The requirements listed above are representative of the knowledge, skill and or ability required.

EXPERIENCE

• Five years related experience and/or training in a service or non-profit industry.
• Minimum of three years accounting or relevant bookkeeping experience, including accounts payable, accounts receivable, payroll, general ledger, financial reports, and Excel.
• General knowledge and experience in employment law, compensation, organizational planning and development, employee relations, and safety and training.

COMPENSATION

• For the final candidate, a competitive salary will be paid commensurate with experience.

To apply, please send cover letter and resume to: [email protected].

Eugene Swim and Tennis Club