Club Operations & Finance Manager

Conestoga Swim Club - Operations & Finance Manager

Part-Time | Year-Round | Salaried

About the Role

This is a part-time, year-round salaried position that requires a unique blend of financial acumen, operational capability, and member-facing service. The role is far more than traditional bookkeeping — it functions as the club’s behind-the-scenes operational hub, touching everything from payroll and vendor management to membership services and regulatory compliance.

The workload follows a seasonal rhythm. Hours are lighter from September through February, with a significant ramp-up beginning in late winter as the club prepares for the upcoming season. Candidates should be prepared for a high-intensity spring period, with approximately 30–40 hours per week expected in March through May leading up to opening day. This concentrated seasonal commitment is a defining characteristic of the role and is reflected in the annual compensation structure.

About the Club

Conestoga Swim Club is a member-owned private swim club located in Villanova, Pennsylvania, typically opening each swim season on Memorial Day weekend and closing on Labor Day Weekend. However, we also have year round activities related to our racquet sports programs.

We are a close-knit community organization committed to providing an excellent seasonal experience for our members and their families. We are seeking a highly organized, self-motivated individual to serve as our Club Operations & Finance Manager — a role that is central to the smooth day-to-day and seasonal operation of the club.

Key Responsibilities

Financial Management & Bookkeeping

• Initial transition from QuickBooks Desktop to QuickBooks Online
• Manage and reconcile the club’s books on a daily basis using QuickBooks Online
• Categorize all revenue and expenses by appropriate area of the club
• Track and maintain the capital expenditure asset list within QuickBooks and Excel
• Process bill payments and maintain accurate records; set up and manage ACH payments to vendors
• Manage fund transfers between operating and payroll accounts (WSFS)
• Coordinate with the club’s CPAon the annual financial audit/review and 990 filing
• Prepare for the annual Workers’ Compensation insurance audit and ensure all insurance policies remain current
• Coordinate with the local township on tax and fee requirements, including Radnor mercantile and business use tax filings

Payroll Processing

• Process bi-weekly payroll through the club’s payroll processor (currently iSolved People Cloud)
• Coordinate and oversee managers to review employee hours worked and ensure accurate payroll documentation and recordkeeping
• Ensure sufficient funds are maintained in the payroll account prior to each payroll run

Member Services & Club Management Software

• Serve as the primary point of contact for membership inquiries from current and prospective members
• Process and track all membership dues, fees, and payments
• Manage the membership waitlist and coordinate onboarding of new members as space becomes available
• Prepare and distribute stock certificates for new members
• Become proficient in eSoft Manager, the Club management software (training provided); assist members with membership selection, payment issues, and perform manual entry of membership options as needed
• Perform direct deposit of mailed member checks
• Process and track member reimbursements

Vendor & Administrative Coordination

• Communicate with club vendors to ensure timely payments; coordinate ACH payment setup where applicable
• Ensure 1099s are issued to applicable vendors or work with iSolved to ensure those documents are generated and distributed
• Collect and process all club-related mail from PO Box 441, Villanova, PA (this is negotiable if applicant is remote from the area).
• Handle additional administrative and operational tasks as needed to support club leadership

Qualifications

• Proficiency in QuickBooks Online and general bookkeeping best practices is required
• Prior experience with payroll processing strongly preferred
• Strong organizational skills with meticulous attention to detail
• Ability to manage multiple priorities and meet seasonal deadlines
• Excellent written and verbal communication skills for member and vendor interactions
• Experience with club or membership management software a plus (eSoft training will be provided)
• Familiarity with nonprofit financial reporting and tax filings (Form 990) preferred
• Ability to work independently with minimal supervision

Schedule & Compensation

This is a part-time, year-round salaried position. The schedule is intentionally flexible and varies by season:

• September – January: Minimal hours; administrative and financial wrap-up tasks
• February – March: Moderate hours; preparation for the upcoming season begins
• April – May: High-intensity period; approximately 30–40 hours per week as the club ramps up to Memorial Day opening
• June – September: In-season operational support

Compensation is structured on an annual salary basis to reflect the value of year-round availability and the significant seasonal commitment. Specific compensation will be discussed with qualified candidates.

How to Apply

Interested candidates should submit a resume with at least one reference and a brief cover letter describing their relevant experience to president@conestogaswimclub.com. Please include “Club Operations & Finance Manager” in the subject line.

We look forward to hearing from you.

Pay: $17,000.00 - $25,000.00 per year

Benefits:

• Flexible schedule

Experience:

• Bookkeeping: 3 years (Preferred)

Work Location: Remote