Tennis and Pickleball Coordinator

POSITION SUMMARY:

The Coordinator position supports the work of the YMCA of Collier County, Inc., a leading not-for-profit organization committed to strengthening the communities in Collier County through its core focus areas of Youth Development, Healthy Living, and Social Responsibility.  The Tennis Branch Supervisor provides services to members and prospective members with tennis-related programs, schedules activities, lessons and court reservations, and helps plan and implement special events.

ESSENTIAL FUNCTIONS:

Financial

• Ensure all participants are YMCA members and have paid a program fee, and that non-members have paid a program fee and/or guest fee.  Verify all participants have paid before services are rendered.

• Track daily lessons and clinics, and ensure they are recorded properly in Daxko.

• Run daily financial reports to review payments for correct amount and correct programs/pros.  Send corrections as needed to the Membership Director.

• Record lesson and clinic attendance into a member’s Daxko account.  Add any clarifying notes in the alert section explaining the charge so that membership staff and the members are aware of when payment is due.  Send a courteous email to the members reminding them of fees due.

• On a weekly basis, run a Daxko financial report for each tennis pro and check for accuracies with the pro. Submit a copy of the report along with a spreadsheet to Finance.  Make out check request for tennis independent contractors and submit to Finance monthly.

• Check non-member payments for court rentals or round robin fees for tennis and pickleball.

Other Office Duties

• Manage all staff and tennis pro schedules including court maintenance staff.

• Meet with tennis pros to discuss schedules; review any issues, problems, or questions.

• Assist tennis and pickleball pros with completion of mandatory reports required by the CEO.

• Check tennis and pickleball court reservations and make sure courts are reserved for the pros.

• Schedule round robins, lessons, clinics, summer camps, quick start programs, and USTA team matches.

• Maintain weekly and monthly statistics.

• Answer inquiries from members and non-members about tennis and pickleball programs.

• Give tours of tennis and pickleball facilities.

• Walk courts early in the morning before play begins.  Check the height (36”) and condition of tennis nets on a weekly basis.  Report to all necessary staff any court conditions that need attention.  Check that the courts are receiving adequate watering.

• Check the veranda/building for cleanliness.  Replace water cups as necessary.  Tidy up chairs and tables.  Have maintenance empty trash as needed.

• Sweep and line courts when needed.

• Maintain tennis bulletin board.  Create weekly calendar of tennis events and post.  Create flyers as needed for specialized programs and events.

Team Responsibilities

• Attend yearly USTA meetings in Naples to keep abreast of policies and changes.

• Check with captains about team schedules.

• Go to USTA and CTA websites and print each team’s schedule and play roster.  Check each player to see if they are YMCA member or if they need to pay nonmember league fees.  Notify captains of their responsibility to follow up and not allow players to participate until league fees have been paid.

• Reserve appropriate number of courts for each team.

• If there are any conflicts with the team schedules, discuss with the pro an equitable solution and inform team captains of the date, time or location changes.

• Post team match info on wall calendar in tennis office so information is available to staff and others.

Round Robin Responsibilities

• Consult with the tennis pro(s) and post practice days, times, and number of courts available for round robins.

• Reserve the courts, check weekly that they are marked off correctly.  Release any courts not needed 24 hours before the round robin is scheduled.

• Send reminder emails to players the day before the round robin is scheduled.

Special Events

• Consult with the tennis pro(s) and determine dates for any special events.

• Work with marketing to advertise and promote these events.

• Coordinate the players, partners and level of play in special events.