Job Description

About Us

Hollyburn Country Club - A Private, Family Club

Hollyburn Country Club offers members an exclusive hub for activity, sport, dining, entertainment, socialization, and business. We provide a welcoming environment that serves as a home away from home for many of our members.

Our Values

Community - Foster strong connections and a sense of belonging. Respect - Uphold a culture of courtesy and mutual respect. Hospitality - Deliver exceptional service in everything we do. Evolve - Embrace change and strive for continuous improvement. Magic - Create memorable experiences that go above and beyond.
The Location: Hollyburn Country Club is located in West Vancouver at 950 Cross Creek Road. Prior to applying for this position, we strongly encourage you to Google our location to ensure that you will be able to travel to and from work as public transportation is limited.

Position Summary

As the Retail Administrative Coordinator in Hollyburn's Sports Boutique, you will be the operational backbone of our retail team--ensuring seamless day-to-day functionality through thoughtful coordination, detailed inventory management, and strong administrative support. You are passionate about organization and precision, and your work behind the scenes ensures that Members receive exceptional service on the Boutique floor. This role is ideal for someone who thrives in a fast-paced retail environment and takes pride in efficient systems, accurate record-keeping, and supporting a team to succeed.

Position Responsibilities

Administration & Communication

Manage invoices, vendor correspondence, supply orders, maintenance requests, and daily retail emails. Liaise with Accounting to resolve invoice issues and maintain accurate digital and physical records. Maintain up-to-date retail forms, booking orders, policy binders, and file systems.
Inventory & POS Management

Oversee inventory control, including transfers, write-offs, audits, receiving, and stock accuracy using POS and Jonas systems. Conduct regular product checks, prepare inventory floor maps, and assist with quarterly inventory counts. Track and resolve order discrepancies, damages, and credits with vendors.
Vendor & Product Coordination

Place and manage product orders, returns, special requests, and seasonal inventory planning. Support inventory and programming needs for the Karate program and Tennis Centre.
Reporting & Planning

Prepare weekly and monthly sales and inventory reports. Create and share a weekly work plan with the Retail Manager. Print and review monthly inventory snapshots to resolve discrepancies.
Team & Merchandising Support

Coordinate with the Creative Coordinator on merchandising, restocking, displays, promotions, and special events. Assist with scheduling, training, and supporting the boutique team as needed. Actively work on the sales floor during every shift to provide exceptional customer service and support boutique operations. Be available for additional shifts or extended hours during peak periods, holidays, or special events as required.

Skills & Qualifications

Demonstrated ability to manage multiple tasks with accuracy and efficiency. Experience in data entry, invoice tracking, and POS or inventory management software (e.g., Lightspeed, Shopify, Pacesetter). Clear and professional written and verbal communication skills to support vendor, team, and member interactions. Proactive approach to challenges with an ability to troubleshoot and streamline processes. Works collaboratively to support the goals and priorities of the Boutique and Club. Previous retail or back-of-house operations experience is an asset. Comfortable with Microsoft Excel, Word, and inventory/POS systems. Must be able to work a flexible schedule including weekends and holidays as needed. Having your own transportation is an asset but not required.

Perks & Benefits

Competitive Compensation Comprehensive Benefits Package Employer Contribution Matching Pension Plan Paid time-off Free on-site parking On-duty staff meals (taxable benefit for full-time and part-time employees only) Company events Sports Boutique discount

Working Conditions

This position operates 100% on-site. Regular evenings or weekend work required. Own transportation is an asset as public transportation is not frequent to/from the Club. Candidates must agree to complete a Police Information Check as part of the onboarding process.

Additional Information

Hollyburn Country Club is an Equal Employment Opportunity employer. We celebrate and take great pride in providing equal opportunities to all applicants and employees. Hollyburn firmly enforces this policy and does not discriminate or tolerate discrimination based on age, race, colour ancestry, place of origin, religion, marital status, family status, physical or mental disability, sex, political belief and gender identity or expression, or any other prohibitive grounds.

Thank you for your interest; due to the volume of applications, only short-listed applicants will be contacted. No phone calls, please.

Job Type: Full-time

Pay: $23.00-$24.50 per hour

Application question(s):

Are you a member at Hollyburn Country Club? Have you previously been employed with Hollyburn Country Club? If successful with your application, how would you plan to commute to Hollyburn Country Club? Are you legally eligible to work in Canada (Work Permit, Permanent Residency, Canadian Citizenship)? What role do you believe hospitality plays in creating exceptional customer experiences; and how would you apply this philosophy in the role you've applied for?
Work Location: In person