Coordinator - Membership

SUMMARYMission Statement: To maximize satisfaction, desirability, value and distinction of Membership in Ocean Reef Club by providing unsurpassed value, excellence and quality in all services and facilities. Membership Coordinator is responsible to support all membership services under the supervision of the Director of Membership. This individual will perform the day to day operations of the office, from printing member cards, updating reports, answer member questions, assisting with statement questions, processing applications to updating reports and ensure records are kept accurately. We are open seven days a week, including holidays and attending member engagement events is also required. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Club, Hospitality and/or Customer Service experienceStrong interpersonal communication skills, written and verbal (English required)Computer skills: MS Word, Excel, PowerPoint; Hubspot, Visual One (helpful but not required)Competent and creative problem-solving skills; ownership, respect & care being usedDisplay loyalty, dependability, good judgement, organization, cheerful disposition ESSENTIAL DUTIES AND RESPONSIBILITIESIn addition to the following duties and responsibilities, other duties may be assigned: Greet all members, guests & fellow associates in a positive and energetic mannerProvide Membership information to potential applicants; update HubspotDisplays high levels of patience, tact and diplomacy in all interactionsCross-train within department as well as across departments to ensure individual Club knowledge & Culture is sustainedProcess Membership applicationsProcess member cards & cards for employees of MembersCoordinate member engagement eventsWrite letters of introduction for members to visit Affiliate Clubs Send welcome email to members (Equity, Social, Legacy)Schedule & conduct New Member Orientations (all categories)Accept member paymentsReview sponsorship forms when they are flaggedAttend member events as requiredMaintain positive relationships at the Club, across departmentsAnswer incoming phone calls, courteously and assist in answering questions, resolving situations; average 100-150 calls per day (3,000-4,500 a month)Share member feedback to address/resolve situations using good judgementGreet and assist all who come to the Membership officeComplete scanning of documents to member filesComplete assignments for annual Dues RenewalExamples, call campaigns, Resignation letters, provide list (monthly) to accounting of members who opted out of voluntary chargesUnderstand the Club By-Laws, Rules, Regulations & Policies to educate/enforceProvide notes in Member profiles as applicableUpon request make updates to member profiles/teach members over the phone or in person how to make these changes themselves.Support fellow departments as necessary (Labels for the Bag room open as an example)Keep accurate member records & provide monthly reportsAs example, 59 Day Rule, Unprotected Properties, Guest ReportsAssist with the annual waitlist activation; duties as assignedComplete member conversions as directedComplete records/data audits as assignedHubspot monthly reportsEDUCATION AND/OR EXPERIENCE High school diploma required. College degree preferred. One or more years experience in private club or customer service desired. A combination of education, training and experience that provides equivalent knowledge, skills and abilities is acceptable. LANGUAGEMust be able to comprehend the English language and demonstrate the ability to express and exchange ideas through oral and written communication and convey detailed and/or important instructions accurately, loudly and/or quickly. MATHEMATICAL SKILLSBasic arithmetic skills are required. REASONING ABILITYMust be able to set priorities and possess the ability to meet deadlines and exercise initiative within department guidelines. PHYSICAL DEMANDSThe physical demands described here are representative of those that must be met by an individual to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. Physical demands will include: Sit for extended periods of time; at times for eight or more hours. Walk and stand for extended periods of time.Perform verbal, written, visual, and auditory communications.Perform repetitive motions, such as typing.Have finger dexterity to operate computer, copier, printer, fax, calculator, telephone and other office equipment.Perform tasks requiring bending, stooping and kneeling, and lifting and carrying 25 pounds. WORK ENVIRONMENTThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The membership department is demanding, fast-paced and professional. The membership department expects to achieve the Club mission statement through each interaction and to achieve this expectation the following must be accomplished: Noise level in the environment is usually moderateOccasionally works outside the officeAbility and desire to work flexible hoursEvening and weekend coverage of office and Club eventsProfessional appearance and demeanorBe a team player and provide lateral service.Follow Ocean Reef Club Associate Handbook and Quality Job Standards. ATTENDANCE, APPEARANCE AND CONDUCTRegular attendance in conformance with the standards, which may be established by Ocean Reef Club from time to time, is essential to the successful performance of this position. Associates with irregular attendance will be subject to disciplinary action, up to and including termination of employment.Due to the cyclical nature of the hospitality industry and report deadlines, associate may be required to work varying schedules to meet the business needs of the Club.Proper grooming is required by all associates and is described in detail in the Associate Handbook. Associates should review this policy and make sure that at all times they present themselves for shifts looking clean, neat and professional. As a condition of employment, all associates agree to fully comply with Ocean Reef Club Associate Handbook for the safe and efficient operation of Club. Associates who violate any part of the Ocean Reef Club Associate Handbook will be subject to disciplinary action, up to and including termination of employment. When in need of clarification contact your supervisor and/or the Human Resources department.Job descriptions are not intended and should not be construed to be exhaustive lists of all responsibilities, skills, efforts or working conditions associated with a job. While this job description is intended to be an accurate reflection of the requirements of the job, management must reserve the right to add or remove duties from particular jobs when circumstances (e.g. emergencies, changes in workload, rush jobs or technological developments) dictate.