Membership Coordinator

Summary:

Acts as the initial contact for new members and renters. Creates and maintains accurate membership records in member files and computer software.

Essential Duties and Responsibilities include the following;   

• Notifies departments of new members/renters joining the Club, member status changes, members acquiring additional memberships (golf, tennis) and junior members’ retirement as of 25th birthday.  Note changes in hard copy file and software.

• Processes all new member/renter paperwork to include new member profile, spa waiver, new member interview form and all other member paperwork to complete the file.

• Ensures photo ID cards and guest passes are prepared by the front desk.

• Administers golf and tennis transfers among members ensuring that they are completed properly.

• Maintains accurate member records including addresses, phone numbers, equity information, fixed charges and member-type codes.  Is also responsible for changing all members’ seasonal addresses.

• Ensures that new member and renter informational packets are produced and are readily available at all times.

• Maintains and updates renter information lists and reports.

• Maintains accurate and up-to-date golf and tennis “for sale waiting lists” and responds in a timely manner to members’ inquiries regarding these lists.

• Updates Social, Golf and Tennis certificates report.

• Prepares affidavits for member to member sales of Golf or Tennis memberships.

• Prepares new Golf and Tennis certificates for new purchases and sends a copy to the new purchaser.

• Prepares, updates and provides various reports as necessary as well as runs various monthly reports.

• Takes meeting minutes and assists the Council of Presidents and the Architectural Review Board.

• Communicates with members, co-workers, management and the general public in a courteous and professional manner.

• Conforms with and abides by all regulations, policies, work procedures and instructions.

• Exhibits and maintains a professional demeanor to reflect a positive image of The Polo Club.

• Performs duties as assigned by the Director of Marketing & Membership Services and Membership Manager including administrative tasks.

Knowledge, Skills and Abilities:    

• Requires the ability to work independently and take direction.
• Ability to analyze data and prepare reports.
• Ability to communicate well verbally and in writing.
• Ability to understand and carry out verbal and written instructions.
• Ability to interact professionally and maintain effective working relationships with superiors, co-workers and members.
• Must be able to multi-task and work in a fast paced environment.

Supervisory Responsibilities:

This job does not have supervisory responsibilities.

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.

Education and/or Experience:

High school diploma or General Education Degree (GED) plus two years of related experience or any equivalent combination of related education and experience.  Previous club experience is preferred.

Language Skills:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills:

To perform this job successfully, an individual should have knowledge of Word Processing software; Excel and Spreadsheet software; Internet software, Outlook and Database software.

Certificates, Licenses, Registrations:

No requirements.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and distance vision. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to stand; walk and sit.

Work Environment:

The 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 noise level in the work environment is usually moderate.