They hold all their stock item’s details and quantities on the database. When a member purchase an item, the item code is typed in and the description and the price is displayed on the screen. Also the member’s number is entered from their membership card. This allows them to identify the member and available discount is automatically calculated.
The shop also allows members to pay through their account, cash, cheque or credit card. If credit card is used, the Sales assistant has to contact the credit card Company, usually by telephone, to check the credit availability. Receipt is issued when the sale is complete and the appropriate stock item quantities are decreased.
The Sales manager is responsible for regulating the stock of all equipment. The sales manager has to make sure that the quantities are up to the required levels. If there is a shortage of any equipment, the database automatically produces a report. This operates at the end of each working day. The following day, the Sales manager telephones the appropriate equipment suppliers and orders the equipment required. The confirmed purchase orders are printed and sent by post.
The shop also has specially printed carrier bags for customer’s purchases. The design of the bag changes every year however it always includes the Hit and Run name and logo. Every year the Sales and Marketing Director negotiates a new order for bags for all clubs.
Administration
The administration manager handles all applications for membership with the help of assistant.
The administration assistants are responsible for all office procedures within a club. They produce and post out all correspondence from the club such as letters to members. They also produces invoices for goods and services.
One of the administration assistants is responsible for updating the member’s details on database and also ordering membership cards.
The summary of all membership transactions which include new members, bookings and membership renewals, is sent to Head office on a floppy disk. The floppy disk also contains information about financial summaries for shop sales, membership and booking fees and lastly a summary of all purchase orders raised.
Administration assistant sends all the invoices received by suppliers on the goods received or service done, to head office. This is done at the end of each week. Head office then deals with the payment.
Most important function of Administration department is keeping records of the hours worked by each member of the club’s staff along with any coaching fees received. The information is sent to the Human Resource department in head office. The human resource department deals with the information so that wages due can be calculated and paid.
Reception
Reception department deals with bookings. When a member books facilities, receptionist take member number on a booking login screen together with expiry date on the card. The member’s details are displayed on the screen. Receptionist asks for member’s address and name. When it is confirmed booking screen is displayed.
The member’s number is copied onto the booking screen. Also code for facility, the date and the start time is required. The booking system then checks the availability of the facility and if it is the booking is confirmed. Then a booking card is produced containing the information to the member.
Reception also deals with members checking in. The member provides the receptionist with the booking number. The details of the booking are displayed on the computer when the booking number is typed in on a check in screen. The receptionist checks and allocation of the facility is confirmed. Then another card is printed for the member. This confirms that the facility has been booked.
Facilities maintenance
The facilities manager deals with maintenance of all the buildings and facilities in the club. Outdoor facilities such as pitches and the golf course are maintained b a team of green keepers. A team of maintenance staff maintains the indoor facilities and the structure of the buildings.
The facilities manager must schedule regular maintenance. This will reduce the chance of member’s disruption on using facilities and also to make efficient use of available staff. The manager also contacts contractors from outside the club for tasks such as the servicing or repair of mowers, rowing machines and other equipment.
Once a month the manager contacts suppliers for cleaning materials.
Coaching
Qualified coaches provide lessons for each of sports. They provide this service to groups or individuals. They also supervise the use of club facilities.
The head coach is responsible for ordering sports equipment needed such as tennis balls, shuttlecocks, nets or racquets. This is sent off to the suppliers by fax.
Suppliers to the club and relationship between these suppliers and the department/individuals within the company
- Sports equipment retailers – They provide stocks for the shop in the clubs. The sales manager phones the suppliers when there are shortage of equipment. They also provide equipment for the coaching department.
- Card Company – They provide membership cards for the administration department. The administration assistant sends the details of the membership card.
- Cleaning material suppliers – They provide cleaning materials to the facilities maintenance department. The facilities manager places the order.
- Maintenance equipment service – The service is provided for repairing or servicing mowers, rowing machines and other equipment for facilities maintenance department. Facilities manager also places the order.
- Carrier bag suppliers – They provide carrier bags for the sport shop. The sales manager and marketing manager change the design every year. The supplier provides yearly allocation.
- ICT service and suppliers – The club uses ICT facilities. There are computer workstations at the main desk, in the sports shop, administration office and the General Manger’s office. They need software, which hold data for all sports equipment in sports shop. Also for membership database and booking data. The ICT suppliers along with ICT department in head office supply this.
The structure of the Head office
Structure of the within an individual club
