Director Of Fitness & Wellness

DEPARTMENT: Fitness FLSA STATUS: Exempt

JOB TITLE: Director of Fitness & Wellness REPORTS TO: Assistant General Manager

I. JOB SUMMARY:

The Director of Fitness and Wellness will identify and develop an extraordinary Fitness program. This position will be highly visible and an accessible leader for Houston Country Club Members and their guests. The Director of Fitness will lead by example and be proactive, not reactive. They will possess all the requisite skills, leadership qualities and personal traits suited for a premier private club. A friendly, outgoing personality is a must, as well as a strong working knowledge of fitness and wellness. Our goal is to provide members and their guests with exceptional service, enhancing an extraordinary lifestyle experience on a consistent basis. The ability to embrace the HCC culture and have a high degree of integrity is imperative.

II. REPORTING RELATIONSHIPS: Reports directly to the Assistant General Manger (AGM) and communicates on Fitness operations. Oversees the following personnel and makes recommendations to the AGM concerning personnel and service.

III. DIRECT REPORTS: Personal Trainers Estheticians

Front Desk Personnel Physical Therapists (Outsourced)

Group Ex. Coordinator Massage Therapists

Fitness Housekeeping Independent Contractors

IV. RESPONSIBILITIES AND AUTHORITIES:

• Service Leadership:

HCC Mission Statement: Houston Country Club is a family-oriented social and recreational organization whose purpose

is to create a sense of community among its Members by providing the highest quality services and facilities in a fiscally responsible manner.

Assists with on-boarding new employees and independent contractors, including introduction to the campus

and culture of the club.

Conducts interviewing, hiring, and disciplining of department staff.

Responds to employee inquiries with a sense of urgency, carefully reviews employee concerns and takes

appropriate action.

Demonstrates consistency when upholding Club policies and standards including documenting tardiness,

absenteeism, improper uniforms and any other infractions.

Coordinates and conducts annual performance reviews.

Maintains high morale and upbeat, helpful attitudes among all staff members.

Maintains floor presence and approachability.

Required to share all pertinent Club and HR information with Fitness Staff.

• Informs AGM of constructive criticism, member dissatisfaction, and staff problems immediately. Makes suggestions for improvements.
• Must be familiar with all general Club rules and policies, Club’s Core Values, membership information and procedures governing the Fitness Center.
• Required to enforce all Fitness Center Rules at all times and informs AGM of Member issues.
• Monitors activities of all Fitness Personnel to ensure compliance with established standards of service.
• Oversees and coordinates with the Group Ex. Coordinator to develop group exercise programming for the Fitness Center.
• Ensures that all Ballet Programming from billing, classroom set up, chairs, recital, etc is managed by the Group Ex. Coordinator.
• Oversees all Sundries available at the Fitness Center to include clothing and F&B Offerings. Required to maintain inventory, ordering and marketing etc.
• Must remain innovative and engaged in all aspects of fitness.
• Maintain and engage in professional development for self and staff.
• Keeps in constant communication with Fitness Staff, meeting as needed with Personal Trainers, Massage Therapists and Class Instructors – keep up to date on pricing of services, class attendance, supplies needed and other topics. Supply the AGM with meeting schedule, agendas and minutes.
• Attends monthly Safety Committee Meetings and if not able to attend, must send another fitness representative. Holds monthly safety trainings with all Fitness Personnel on various topics confirmed with the AGM.
• Works in tandem with the other department heads and leaders as to the overall Club communications.
• Writes monthly newsletter articles, works with Communications and Marketing Manager for weekly e news and promotional emails and designs monthly calendars for all programs and instruction. Is responsible for creating all flyers, marketing for all aspects fitness for all fitness activities.
• Maintains website and HCC App information and relevancy in conjunction with the Communications and Marketing Manager. Ensures online and App Fitness Calendar is monitored and up to date.
• Manages all aspects of the admin side of the HCC App user interface for Fitness.
• Generates reports on Fitness Center usage, in addition to personal training, massage and physical therapy and exercise class data. Maintains an accurate record of all training sessions and classes.
• Keeps supplies and equipment in working order and orders replacements when needed.
• Hires, schedules and coordinates front desk and housekeeping staff.
• Works/relieves the Front Desk for lunches and breaks when present – the Front Desk should be covered at all times when reasonably possible.
• Responsible for coming in and working the Front Desk if there is a gap in coverage through emergencies or coordinating supplemental coverage.
• Provides bi-monthly payroll information for all personal trainers and therapists, and weekly time and attendance for other staff. Manages all Paylocity, PTO and holiday pay.
• Coordinates, confirms and submits all payroll for Independent Contractors and HCC staff.
• Coordinates and purchases all staff uniforms in keeping with the HCC dress code.
• Monitors general maintenance and appearance of Fitness Center, Children’s Playground and surroundings. Submits work orders on a timely manner through Impak, Technogym, etc. and keeps the AGM apprised of any issues.
• Must be present for all visits for workorders from Technogym or any other outside vendors. Communicate these pending repairs and keep all necessary parties informed.
• Ability to stay organized while leading the team.

Financial Management:

Assist with monitoring payroll and expenses. Manages and works within the Fitness Center operating budget.

Provides bi-monthly payroll information for all personal trainers and therapists, and weekly time and attendance

for other staff. Manages all Paylocity, PTO and holiday pay.

Coordinates, confirms and submits all payroll for Independent Contractors and HCC staff.

Work on forecasting, cost controls and budget reports as needed.

Assists the GM, AGM and CFO with budget preparation and adheres to budgetary guidelines in management and

operation of the Fitness Center

Ensures that appropriate controls and cost-effective procedures related to employee payroll, purchases,

inventories, supplies, and other necessary expenditures are in place

Provides proactive, accurate, timely and meaningful reports and analysis

Ensure all invoicing for personal training sessions, massage therapy, physical therapy, events, programs, classes

and unlimited programs are properly charged for and submitted on time to the Finance Department.

Responsible for investigating and handling all member billing inquiries as it pertains to the Fitness Center in

conjunction with the Finance Department. All inquiries need to be handled within two days.

Ensure that all invoices, bills, petty cash requests, purchases are turned into the AGM on time for approval. All

necessary documentation needs to be turned in before month end deadlines.

• Must perform other duties as required or requested by the AGM or Management.
• Maintains a close working relationship with other club professionals, suppliers and providers.

SPECIAL REQUIREMENTS:

• Must be able to work a flexible schedule. Able to work a varied schedule set according to business needs including evenings, weekends and holidays. Required to submit weekly schedule to AGM.
• At minimum, must spend 20-25 hours on the fitness floor or at Front Desk as visible as possible. Limit time in office at peak times.
• Must be a team player and treat others with respect.
• Must conduct oneself in a professional manner at all times.
• Is available to take after-hours phones calls regarding Club business.
• Is fully aware and responsible to immediate needs in case of accidents and Member health problems.
• Ability to train and instruct staff in a positive and effective manner.
• Ability to maintain a professional relationship with members while not engaging in personal issues.
• Ability to be discreet due to the close involvement with members on a regular basis.

WORKING CONDITIONS:

• Must be able to work in a busy environment
• Must be able to work in a warm and humid environment at times

PHYSICAL FUNCTIONS AND METHODS:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is occasionally required to stand, walk, climb stairs, balance, stoop, kneel, crouch, crawl and/or sit up to 10 hours per day.
• Use hands to finger, handle, or feel objects, tools and/or controls
• Reach with hands and arms
• Hearing and talking sufficient enough to communicate with members, guests, and co-workers
• Specific vision abilities include close vision, vision sufficient enough to read, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus
• Must be able to push, pull or lift up to 50lbs
• Independent mobility throughout the Fitness Center and Clubhouse

SKILLS & KNOWLEDGE:

• Minimum 3 years of Director-level experience in Fitness & Wellness, in a top-rated private golf/country club or high end resort/hotel fitness facility and minimum of 5 years personal training experience.
• Bachelor’s Degree in Exercise Science related field or equivalent. Masters preferred.
• Experience developing a comprehensive wellness program that incorporates physical, emotional, social, environmental, and lifestyle programming.
• Fundamental skills and knowledge of personal training, massage, esthetics, exercise physiology, and biomechanics, and proficiency in the application of these subject areas to an older adult clientele.
• Very strong member service focus. Excellent interpersonal, organizational, and analytical skills; sound judgment and ability to provide supervision and strong leadership through team building and empowerment to staff working various shifts, 7 days per week.
• Proficiency in using PC computer software such as Microsoft Office applications and Excel.
• Understanding of basic safety principles and safety promotion. Strong skill and ability to educate and motivate clients in areas of personal training, exercise physiology, biomechanics, and safety.
• Ability to manage multiple projects at once and multitask on a day-to-day basis.
• Ability to perform basic arithmetic functions, including addition, subtraction, multiplication, division and percentages.
• Must exercise excellent judgment and discretion with respect to the handling of confidential information and communications.

LICENSURE/CERTIFICATION:

• Current/non-expired CPR/AED Certification.
• Must hold one of the following certifications current/non-expired: NASM, ACSM, NSCA, ACE, AFAA, NFPT