Derick
Club Administrator
Virgin Active South Africa (Pty) Ltd
Richards Bay, KwaZulu-Natal
Permanent
Posted: 29 April 2026 | Closing Date: 07 May 2026
Role Overview
This role sits within the administrative operations of a fitness club under Virgin Active South Africa (Pty) Ltd, focusing on member services, financial controls, payroll administration, compliance, and internal coordination.
The Club Administrator ensures smooth day-to-day operations by maintaining accurate records, enforcing administrative policies, and supporting both members and staff.
Core Purpose
To provide efficient club administration, ensure financial and operational compliance, support member service excellence, and manage internal administrative processes that keep the club functioning effectively.
Key Responsibilities
1. Member Service Administration
- Resolve member queries and requests within 24 hours
- Update member database information accurately
- Process refunds and cancellations
- Log and track member requests and notes
- Maintain accurate access records, including manual entries during system downtime
2. Auditing & Compliance
- Audit membership payments and stationery records
- Reconcile access cards with receipts
- Perform daily, weekly, and monthly compliance audits
- Investigate and resolve audit discrepancies
- Report issues to Club General Manager
3. Banking & Financial Controls
- Manage daily banking processes according to policy
- Reconcile cash and till floats
- Record cash losses and incidents on risk systems
- Ensure member accounts are corrected where required
- Maintain accurate financial documentation
4. Membership Contracts Processing
- Review and process membership contracts
- Handle changes, cancellations, and commission breakdowns
- Identify contract discrepancies or misrepresentation
- Ensure accurate system updates
5. Payroll Administration
- Capture employee HR documentation (appointments, transfers, terminations)
- Verify salary data submitted by department heads
- Process deductions and leave records
- Reconcile payroll reports for accuracy
6. Procurement & Stock Management
- Place and receive orders for stationery and uniforms
- Monitor uniform stock levels and issue allocations
- Reconcile deliveries against orders
- Maintain accurate stock tracking records
7. Petty Cash Management
- Issue and control petty cash according to policy
- Perform weekly reconciliations
- Submit claims and reports
- Record and report any cash discrepancies
8. Communication & Training
- Communicate administrative policy updates across departments
- Train staff on administrative procedures
- Ensure compliance with admin and payroll schedules
- Maintain departmental communication flow
9. Staff Management & Development
- Manage performance and discipline within admin team
- Train and develop administrative staff
- Support staff growth and succession planning
- Maintain employee records and files
Minimum Requirements
- Grade 12 (Matric)
- Relevant tertiary qualification
- 2–4 years’ experience in administration or similar role
- Strong knowledge of finance and HR systems
- Proficiency in Microsoft Office (Excel, Word, PowerPoint)
Key Competencies
- Strong organisational and planning ability
- Attention to detail and accuracy
- Strong financial discipline
- Ability to work under pressure
- Strong communication skills
- Problem-solving and initiative
- Ability to work independently
Behavioural Attributes
- Member-focused mindset
- Proactive and solution-oriented approach
- Adaptability in a fast-paced environment
- Integrity and trustworthiness
- Strong work ethic and ownership mindset
- Willingness to learn and improve
- Collaborative team approach
- High emotional intelligence
Closing Summary
The Club Administrator role at Virgin Active South Africa (Pty) Ltd is ideal for an experienced administrative professional who can manage financial controls, member services, payroll processes, and compliance while ensuring smooth daily operations within a high-performance fitness club environment.
