Membership Administrative Assistant

Reynolds Lake Oconee•Greensboro, GA

4d•Onsite

About The Position

The Membership Administrative Assistant will be responsible for a variety of tasks related to member services, data management, and administrative support within the Membership Offices. This role involves direct interaction with members, maintaining accurate records, processing various membership-related transactions, and supporting departmental operations. The position requires a blend of customer service skills, organizational abilities, and proficiency with office software.

Requirements

Some college coursework completed; a college degree or work equivalent in the hospitality field is preferred.
Strong data entry skills.
Excellent verbal and written communication skills.
General experience in Excel and Microsoft Word applications required.
Ability to pick up new software systems quickly.
Natural hospitable nature.
Strong customer service skills.
Ability to communicate with Members in a patient, gracious, and professional manner.

Nice To Haves

Experience working in a team environment preferred.
Strong organization skills with the ability to follow directions through to completion and complete tasks quickly and accurately.

Responsibilities

Welcome and assist existing and prospective Members visiting the Membership Offices, providing information and connecting them with appropriate team members.
Collect, organize, process, and communicate necessary Membership information, including address, phone, email changes, dues changes, upgrades, miscellaneous income, daily closing types to Real Estate, and Club Central requests.
Manage and run periodic reporting and data cleanup in Jonas to ensure accuracy, including reports on Dependent & Junior Age-out, Marketing Mailing Lists, Sales Dues Incentives Expirations, and Quarterly Jonas Discrepancies.
Maintain Member files (physical and digital) with up-to-date details, contact information, photos, and notes, making account adjustments such as dues changes, addition of dependents, S/O’s, Caregivers, and family members.
Assist Members with significant life changes impacting their Membership, such as divorce or death.
Lead digital file cleanup and transition hard file legal documents into digital files/attachments in Jonas.
File and organize all active and terminated Membership hard files.
Oversee and maintain all pop-ups for the Marina pre-paid rental boat program.
Assist in processing OFAC forms for each closing.
Assist with the Generational & Extended Family Member program, including processing applications, fees, changes/terminations, verifying eligibility, confirming approvals, conducting annual audits, and clarifying family member access and privileges.
Act as a liaison between the Club and Members, receive general phone calls, and communicate messages to appropriate Directors/Managers.
Respond to inquiries from existing and prospect Members.
Process property transfers and upgrades, including assisting with questions regarding access and privileges.
Maintain the Membership meeting and closings calendar and coordinate the schedule for orientations, including set-up and clean-up.
Process Purchase Orders (PO’s), contracts, vendor insurance, and vendor payments, and set up new vendor accounts.
Maintain department equipment and office supplies inventory and place new orders.
Ensure Membership flipbooks, collateral, the Member App, and the Website maintain accurate, consistent, and informative Club information, and ensure Membership collateral is up to date.
Collect department mail and ship new Member welcome gifts.
Assist the Senior Membership Manager in preparing and executing new Member mixers, including managing guest lists, invitations, and overseeing guest check-in.
Coordinate and partner with Managers and finance in processing initiation and upgrade deposits and oversee refund checks.
Assist the Director and Managers in drafting/sending welcome letters, termination letters, and handwritten welcome cards.
Assist the Senior Membership Manager and Director in other special projects as assigned.