Membership and Billing Assistant - Promontory Club - Park City

PROMONTORY CLUB MASTER•Park City, UT

7d•Onsite

About The Position

Promontory Development is looking to fill the role of Promontory Club Membership and Billing Assistant. This dynamic role combines administrative excellence with exceptional member service. The ideal candidate is organized, proactive, comfortable learning new technology, and enjoys building relationships while managing multiple priorities in a fast-paced environment. As a key member of the team, you will guide prospective members through the entire membership process—from initial application through residency and departure—while ensuring a seamless, professional, and welcoming experience. You will also support Accounts Receivable, as it relates to member billing, and serve as the Secretary of the Promontory Foundation. The Promontory Foundation is Promontory’s public charity, dedicated to serving the needs of the Park City community and Summit County by providing matching dollars for programs in Arts, Culture, and Social Services.

Requirements

Excellent organizational skills with exceptional attention to detail.
Strong written and verbal communication skills.
Professional, friendly, and service-oriented demeanor.
Ability to manage multiple priorities while maintaining accuracy and meeting deadlines.
Comfortable learning new software and technology platforms.
Ability to handle confidential information with discretion.
Self-motivated, dependable, and able to work both independently and collaboratively.
Experience working with CRM systems and Microsoft Office or similar business applications preferred.

Nice To Haves

The ideal candidate enjoys helping people, thrives in a detail-driven environment, and takes pride in delivering an exceptional member experience.
If you're an organized professional who excels at communication, enjoys collaborating across departments, and can confidently manage multiple projects, we'd love to hear from you.

Responsibilities

Serve as a point of contact for members and prospective members throughout the buying, membership, residency, and departure process.
Guide new prospects through the membership application process, ensuring all required documentation is completed accurately and on time.
Maintain consistent, timely communication with members, prospects, and real estate agents via email, phone, Zoom, and in-person meetings.
Manage multiple application deadlines and provide exceptional customer service throughout the membership journey.
Enter and maintain accurate member information within the CRM system.
Verify membership deposits and coordinate required documentation.
Prepare contract addendums based on the details of individual property sales.
Develop and maintain a strong understanding of Promontory's Membership Plan, Rules and Regulations, fee structures, guest use policies, and related governing documents.
Work collaboratively with the Membership Director, Accounting, Sales, Marketing, Legal, Operations, and the Conservancy (HOA) to ensure smooth member onboarding and ongoing support.
Assist with member events and community activities, including Member Mixers, Fourth of July celebrations, and other special events as needed.
Perform additional administrative duties to support the Membership Office.
New member Application process (Shared with Membership Director)
Scanning, Filing, Updating Legal Drive and CRM.
Must be comfortable multi-tasking, communicating with Members/Owners in a timely and professional manner.
Must be comfortable speaking with members regarding billing questions.
Learn how to process billing and take payments.
Follow up on past due accounts.
Integrate with other accounting functions as needed.
Serve as the Promontory Foundation Secretary.
Serve as a primary point of contact and provide admin support for Foundation committee members, nonprofit organizations, and community partners.
Coordinate and manage the Foundation's grant application process, including responding to questions from nonprofit applicants, receiving and organizing grant applications and supporting documentation, coordinating nonprofit attendance for grant award reception, and preparing grant check requests after all grant requirements have been satisfied.
Assist with the planning, coordination, and logistics of the Foundation's annual fundraising event.
Schedule and coordinate Foundation board meetings – including preparing agendas and taking minutes.