Club Administrator at Virgin Active South Africa (Pty) Ltd , George, Western Cape

Club Administrator

Virgin Active South Africa (Pty) Ltd | George, Western Cape | Permanent, Full-time

Division: Clubs Coastal

Business Unit: George

Posted: 20 November 2025

Closing Date: 24 November 2025

Job Functional Area: Administrative

The Opportunity

Virgin Active is seeking a meticulous, member-centric, and highly organized Club Administrator to be the operational cornerstone of our George club. This role is crucial in inspiring members to live active lives by ensuring the smooth, compliant, and efficient flow of all club administrative and financial processes.

As the Custodian of the Company’s Administrative Policies & Procedures, you will be responsible for minimizing operational risk while providing exceptional member service and critical support to the management team. This is a dynamic role that combines finance, human resources administration, compliance, and direct member interaction.

Key Responsibilities (Your Duties and Responsibilities)

I. Financial and Risk Management

• Banking & Cash Control: Execute the end-to-end banking process according to policy, manage till float counts, perform weekly petty cash reconciliations, process claims, and accurately log any cash losses on the Risk Management site.

• Auditing & Compliance: Conduct daily, weekly, and monthly internal audits (e.g., contracts, stationery, access card reports) to ensure strict adherence to all audit requirements. Complete incident reports and address discrepancies with the Club General Manager promptly.

• Contract Processing: Meticulously check and process new and existing membership contracts, ensuring accuracy and adherence to compliance standards. Highlight and address any contract misrepresentation or discrepancies.

II. Member Service and Database Integrity

• Query Resolution: Deliver excellent member service by promptly resolving member queries and requests (within 24 hours). Log relevant member notes for follow-up.

• Data Maintenance: Ensure the member database is accurately maintained by capturing changes, processing refunds timeously, and actioning cancellation/change requests daily.

• Access Management: Accurately capture manual access statistics onto the system within 36 hours during any access downtime.

III. Human Resources and Payroll Administration

• Employee Documentation: Accurately capture employee changes (take-on’s, transfers, terminations).

• Payroll Support: Check and submit verified salary data from HODs to the National Head Office (NHO) for payment. Action salary deductions and reconcile salary reports to ensure the accurate and correct remuneration of all staff.

• Leave Management: Reconcile and update all employee leave documentation.

IV. Operational Administration and Leadership

• Stock Control: Administer orders for pre-printed stationery, general stationery, and uniforms. Monitor and control uniform stock, reconciling orders, issuing uniforms, and maintaining accurate allocation records.

• Communication & Training: Act as the internal champion for administrative policies, ensuring all departments are informed of new procedures and providing essential policy and procedure training to staff as required.

• Team Development: Manage the discipline and performance of administrative staff. Develop growth plans, succession plans, and arrange necessary training to foster development within the department.

Minimum Requirements

Key Competencies and Attributes

• Member Centricity: A deep commitment to delivering excellent service and creating “moments of magic” for members.

• Trustworthiness: Must demonstrate unwavering integrity and commitment to “doing the right thing.”

• Proactivity: Excellent organizational, planning, and problem-solving skills with a solution-oriented, proactive approach.

• Adaptability: The ability to be agile and quickly adapt to a fast-paced, changing retail environment.

• Growth Mindset: A curiosity and motivation to continuously learn, grow, and achieve success.