Key Responsibilities and Required Skills for a Golf Scheduler

🎯 Role Definition

A Golf Scheduler is the central hub of daily golf activity and a key ambassador for the club's golf experience. This position is fundamentally responsible for the meticulous management of the tee sheet, which is the heartbeat of the golf operation. More than just an administrative role, the Golf Scheduler serves as the first point of contact for members and guests, setting the tone for their entire day. The role requires a unique blend of exceptional customer service, precise organizational skills, and a comprehensive understanding of golf etiquette and operations. Success in this position is measured by a well-managed tee sheet, optimized pace of play, and consistently high levels of member and guest satisfaction.

📈 Career Progression

Typical Career Path

Entry Point From:

Golf Shop Assistant / Attendant
Hospitality Front Desk Agent or Concierge
High-end Customer Service Representative (with a passion for golf)

Advancement To:

Assistant Golf Professional
Golf Operations Manager
Tournament Coordinator / Director

Lateral Moves:

Member Relations Coordinator
Pro Shop Retail Manager

Core Responsibilities

Primary Functions

Expertly manage the daily tee sheet using specialized golf management software (like ForeTees, Jonas, or Clubessential) to maximize course utilization and accommodate member and guest play.
Serve as the primary point of contact for all tee time reservations, modifications, and cancellations, handling requests via phone, email, and in-person with professionalism and courtesy.
Greet and welcome all members and guests upon their arrival at the golf shop, providing a warm and inviting first impression of the club.
Efficiently check-in golfers for their scheduled rounds, confirming player information, applying appropriate fees, and providing essential course information.
Operate the Point of Sale (POS) system to accurately process green fees, cart fees, guest fees, and retail purchases, ensuring all transactions are correctly billed to member accounts or processed via other payment methods.
Clearly and politely communicate all club policies, including dress code, pace of play expectations, and cart rules, to ensure a smooth and enjoyable experience for everyone.
Act as a central communication point, coordinating seamlessly with the Starter, Rangers, and Player Assistants to manage player flow and maintain the desired pace of play on the course.
Maintain and manage a waitlist during high-demand periods, communicating proactively with waiting players about potential openings and managing their expectations.
Handle and resolve member and guest inquiries or complaints with tact and diplomacy, aiming for first-contact resolution and escalating to management only when necessary.
Develop a comprehensive knowledge of member preferences and playing habits to provide a personalized and anticipatory level of service.
Assist in the coordination and execution of member tournaments and corporate outings by managing sign-ups, creating pairings, and printing relevant materials like scorecards and cart signs.
Proactively inform golfers of current course conditions, including maintenance activities, weather-related alerts, or any temporary local rules.
Manage the reservation and allocation of rental clubs, push carts, and golf carts, ensuring equipment is ready, clean, and properly accounted for.
Perform opening and closing procedures for the golf shop, including preparing the front desk for the day's business and completing end-of-day financial reconciliations.
Maintain the professional appearance and organization of the front desk and immediate retail area, ensuring it is always clean, tidy, and welcoming.
Answer a multi-line phone system, directing calls to the appropriate personnel and providing accurate information about club services, hours, and events.
Build positive relationships with members and guests, making an effort to learn names and create a strong sense of community and belonging.
Assist the Head Golf Professional and retail team with basic merchandising tasks, such as restocking sleeves of balls, gloves, and other high-turnover items near the register.
Promote club events, instructional clinics, and pro shop specials to members and guests during interactions to drive engagement and revenue.
Confidently enforce all club rules and regulations in a consistent and fair manner to all patrons, maintaining the integrity of the club's standards.
Update member profiles within the club management system with accurate contact information and relevant notes to enhance service delivery across the organization.

Secondary Functions

Assist the retail manager with periodic inventory counts and merchandise receiving tasks as needed.
Contribute to the setup and breakdown for small-scale club events, clinics, and member gatherings held at the golf facilities.
Proactively monitor and maintain the cleanliness and overall presentation of the entire Golf Shop, locker rooms, and surrounding areas.
Provide members and guests with information and promotional material about other club departments and amenities, such as dining, tennis, or the pool.

Required Skills & Competencies

Hard Skills (Technical)

Golf Management Software: Proficiency in at least one major tee sheet software platform (e.g., ForeTees, Jonas, EZLinks, Clubessential, Lightspeed).
Point of Sale (POS) Systems: Experience processing transactions, running reports, and handling various payment types in a retail or hospitality environment.
Computer Literacy: Strong working knowledge of Microsoft Office Suite, particularly Outlook for email communication and Excel for basic reporting.
Golf Knowledge: A solid understanding of the Rules of Golf, handicap systems, and general golf etiquette is essential.
Cash Handling & Reconciliation: Proven ability to accurately handle cash, credit card transactions, and perform end-of-day balancing and reporting.
Multi-line Phone Systems: Skill in managing high volumes of incoming calls with a professional and efficient telephone manner.

Soft Skills

Exceptional Customer Service: A genuine desire to serve and create positive, memorable experiences for every member and guest.
Communication: Excellent verbal and written communication skills, with the ability to convey information clearly and diplomatically.
Attention to Detail: Meticulous approach to managing reservations, processing payments, and maintaining records to ensure complete accuracy.
Composure Under Pressure: The ability to remain calm, friendly, and effective in a fast-paced environment with competing demands.
Problem-Solving: Resourcefulness to effectively handle scheduling conflicts, customer issues, and unexpected operational challenges.
Teamwork & Collaboration: A cooperative spirit and willingness to work closely with all members of the golf and club operations team.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Associate's or Bachelor's Degree in a relevant field.

Relevant Fields of Study:

Hospitality Management
Business Administration
Sport Management
Recreation & Leisure Studies

Experience Requirements

Typical Experience Range:

1-3 years of experience in a direct customer-facing role, preferably in a service-oriented industry.

Preferred:

Previous experience working at a private golf club, high-end resort, or public golf facility is strongly preferred. Direct experience with tee time management or in a pro shop environment is a significant asset. A passion for the game of golf is highly desirable.