Administrator - Royal Ocean Racing Club

Job Posted: 3 March 2025

• Contract Term: Permanent
• Location: Cowes, Isle of Wight
• Contract Type: Full or part time
• Salary: £22,000 per annum
• Industries: Administration Catering, Hospitality & Bar Travel & Tourism

Job Description: Administrator, Royal Ocean Racing Club Cowes

Reports to: Head of Operations

Steeped in history, the RORC Cowes Clubhouse is a magnificent building set on Castle Hill, just above Cowes Parade, enjoying amazing views across the Solent.  The Clubhouse has recently undergone a £2million refurbishment and is a wonderful venue. 

The Cowes Clubhouse provides accommodation with 14 rooms, many with Solent views, a large events space and terrace and excellent dining options all year round, for breakfast, lunch and dinner.

With a membership of several thousand, the Clubhouse has all the facilities required to host yacht racing events, such as the Rolex Fastnet Race, Admiral’s Cup and a busy programme of member and private events throughout the year.  The Clubhouse is available for business meetings and social occasions

The RORC Cowes administrator is an invaluable team member providing the main channel of communication from the management team to the members and guests.  This is a permanent role comprising a minimum of 30 hours per week and potentially, more during peak season.

Administrator – permanent
Salary £22,000 pa
Hours - Monday to Friday 30 hours per week

Key areas of responsibility:

Communication

1. First point of contact for enquiries, by phone, email, post or on reception

2. Manage the Cowes Clubhouse generic email inbox and respond to communications 

3. Promotion of events, through web, social media & notices

4. Accommodation management, maintain the accommodation bookings on Caterbook & liaise with guests and staff as required – ensuring guests have joining instructions and making provision for early or late arrivals

5. Membership status on the Customer Relationship Management software, Subscriber, working with the membership secretary

6. Weekly reservations report for accommodation, restaurant bookings and events

7. Regular meetings – attend the weekly team meeting and prepare and distribute minutes.

8. Liaison with house-keeping team – communicate any urgent changes to room requirements

Office Administration

1. Reservation enquiries – dealing with member enquiries for accommodation, tables, tickets or restaurant bookings, but also handling transactions using the online booking system and associated transactional communications

2. Booking.com – regularly check messages and respond to guest’s enquiries.  Manage content management system (property page), in-conjunction with the Finance Officer

3. Opening & closing hours for the Clubhouse – maintain current opening & closing hours, on the website, tv screen and physically

4. Menus – update changes to the menus on the website, tv screen and physically

5. Guest check-in and check-outs – settle invoices with departing guests

Event Management

1. Assist with events programme for the Cowes Clubhouse & help with table planning and tassel menus for events (floor plans, seating charts, place cards etc)

2. Tickets – setup the online ticketing for event bookings and track booking numbers and any additional requirements (dietary)

3. Attend events, e.g. Cowes Week, assist with guest arrivals and check against lists for major events.  

Support other Staff

1. To work closely with the Head of Operations to ensure seamless delivery of the ‘RORC Cowes offer’ to Members and others

2. To work closely and effectively with the Front of House team to improve the promotion of Club facilities and the delivery of Member events

3. Checking in and out guests, ensuring bills paid, operating till system

Skills and Abilities Required

1. IT literate and confident with a good working knowledge of Word & Excel

2. Smart, professional appearance with previous customer facing experience in hotel or club management

3. Punctual, organised and trustworthy with good attention to detail

4. Excellent customer service skills including telephone manner

5. Experience of hotel reservation software, EPOS systems, Customer Relationship Systems (CRM) and Content Management Systems (CMS).  Graphic design or experience helpful but not necessary.