Club Administrator

 

About Us

 

Xsolla is a global commerce company with robust tools and services to help developers solve the inherent challenges of the video game industry. From indie to AAA, companies partner with Xsolla to help them fund, distribute, market, and monetize their games. Grounded in the belief in the future of video games, Xsolla is resolute in the mission to bring opportunities together, and continually make new resources available to creators. Headquartered and incorporated in Los Angeles, California, Xsolla operates as the merchant of record and has helped over 1,500+ game developers to reach more players and grow their businesses around the world. With more paths to profits and ways to win, developers have all the things needed to enjoy the game.

For more information, visit xsolla.com.

 

About the Role

Xsolla is opening a Club in Limassol — a physical hub for the game development community, partners, and the local video-games ecosystem. We are looking for a Club Administrator to take ownership of the venue from the construction phase through to full daily operation.

This is a hands-on, high-autonomy role. In the first phase, you will supervise the build-out and ensure the space is delivered exactly to our design intent. Once the Club opens, you become the person who keeps it running — operations, suppliers, events, compliance, and the day-to-day relationships with the landlord, building management company and local authorities.

If you are organised, comfortable holding contractors and vendors to a standard, and enjoy being the go-to person for a physical space that people care about, this role will suit you.

 

Key Responsibilities

Design & Construction Supervision (pre-opening)

• Supervise the execution of the approved design project, including all construction, fit-out, and finishing works

• Ensure all works comply with Xsolla internal design guidelines and brand standards; escalate and resolve deviations before they become permanent

• Coordinate contractors, subcontractors, and site schedules; track progress against timelines, budget, and quality expectations

• Manage snag lists, technical acceptance, and formal handover of the completed space

• Maintain full documentation of the project: drawings, approvals, change requests, certificates, and warranties

Day-to-Day Club Operations (post-opening) 

• Own the daily operation of the Club: opening and closing procedures, access control, space readiness, and general upkeep

• Oversee maintenance, cleaning, technical systems (HVAC, AV, IT infrastructure, security), and preventative servicing

• Manage room and space bookings, capacity planning, and the operational calendar

• Act as the first point of contact for anything related to the physical space

Supplies, Vendors & Procurement

• Control all supplies and inventory: office and hospitality consumables, F&B, equipment, and event materials

• Source, onboard, and manage vendors and service providers; negotiate terms and monitor performance

• Handle purchase requests, contracts, invoices, and reconciliation in line with internal finance procedures

• Track and report operational spend against the approved Club budget

Authorities, Landlord & Regulatory Affairs

• Serve as the primary liaison with local authorities and their representatives

• Lead or support negotiations with the landlord and building management on lease matters, works approvals, service charges, and access

• Obtain and maintain all required permits, licences, inspections, and certificates for the venue and its activities

• Ensure continuous compliance with Cypriot local regulations, including health and safety, fire safety, accessibility, and any licensing relevant to events and hospitality

Events Coordination

• Coordinate all events hosted at the Club — meetups, workshops, partner sessions, community nights, and corporate hosting in collaboration with Event Manager

• Handle end-to-end event logistics: setup and teardown, AV and technical needs, catering, staffing, guest registration, and access

• Coordinate with internal marketing, community, and business development teams, and with external organisers and sponsors

• Be present on-site during events as the operational owner; resolve issues in real time

• Produce post-event summaries covering attendance, costs, issues, and recommendations

Compliance, Process & Reporting

• Ensure all Club activity aligns with Xsolla internal rules, policies, and procedures

• Maintain accurate operational records, vendor documentation, and compliance files

• Provide regular reporting on operations, spend, events, and any risks or open issues to the Club Director and regional leadership

Requirements

Experience

• 3+ years of experience in an administrative, office management, facility management, or events management role — ideally a combination of these

• Demonstrated experience coordinating vendors, suppliers, or contractors

• Experience interacting with landlords, building management, or public authorities

• Exposure to construction, fit-out, or renovation project supervision is a strong advantage

Languages

• English — mandatory (professional working proficiency)

• Greek — mandatory (professional working proficiency)

• Russian — advantageous, not required
  
  

Skills & Attributes

• Strong organisational skills and the ability to run multiple parallel workstreams without dropping details

• Confident, professional communicator — comfortable holding vendors and contractors accountable

• Practical problem-solver with a bias toward resolving issues on the spot

• Comfortable with budgets, invoices, and basic financial tracking

• Working knowledge of the Cypriot regulatory and permitting landscape

• Flexible availability, including occasional evenings and weekends for events

• Eligible to work in Cyprus

Nice to Have

• Familiarity with the gaming, tech, or startup community in Cyprus

• Background in hospitality, coworking, cultural venues, or member clubs

• Experience working within an international company and its internal procedures

What Success Looks Like

First 3 months: The build-out is progressing on schedule and on budget, fully aligned with Xsolla design guidelines. All permits and approvals required for opening are secured or clearly tracked. Vendor framework is in place.

First 6 months: The Club is open and operating smoothly. Operational routines, supplier relationships, and compliance documentation are established and running without escalation. The first events have been delivered successfully.

Ongoing: The Club is a reliably well-run, on-brand space that the community and internal teams trust — with clean compliance, controlled costs, and events that run without friction.

 

Benefits

We are passionate about fostering a supportive environment for our team, so we prioritize the physical, mental, and emotional well-being of our employees through a comprehensive Benefits Program. This includes unlimited Flexible Time Off and a personalized career roadmap for each employee. By investing in professional development through training and educational opportunities, we ensure that our team thrives both personally and professionally. Together, we’re not just building a business; we’re cultivating a community that values creativity, collaboration, and the transformative power of play.

The duties and responsibilities of this position may evolve over time to support the organization’s goals and individual growth. This job description is intended to outline the general nature and level of work being performed and is not intended to be an exhaustive list of all duties, responsibilities, and qualifications required.

By submitting your application, you consent to Xsolla conducting background checks, where permitted by law, after the final interview stage. All checks will comply with local regulations, and your information will be handled confidentially.

Xsolla takes your privacy seriously and will not sell or externally distribute any personal data received during the hiring process. In accordance with applicable data protection laws, Xsolla is committed to protecting your personal information and respecting your privacy.

For any inquiries related to data privacy, please contact: careers@xsolla.com

Explore more opportunities at: https://xsolla.com/careers

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.