Membership Coordinator

The Polo Club of Boca Raton•Boca Raton, FL

About The Position

The Membership Coordinator acts as the initial contact for new members and renters and creates and maintains accurate membership records in member files and computer software. The role processes member and renter paperwork, coordinates membership-related communications and documents, maintains renter and membership lists, and prepares reports and certificates. The coordinator also takes meeting minutes and assists the Council of Presidents and the Architectural Review Board. The position performs additional administrative duties assigned by the Director of Marketing & Membership Services and Membership Manager. It has no supervisory responsibilities. The successful candidate can work independently, follow direction, analyze data, prepare reports, communicate effectively, and maintain professional relationships with members, coworkers, management, and the public. The job requires a high school diploma or GED and two years of related experience, or an equivalent combination of education and experience. Previous club experience is preferred. The work environment has a usually moderate noise level. The employee frequently lifts or moves up to 10 pounds and occasionally up to 25 pounds, and regularly uses hands, reaches, and talks or hears; standing, walking, and sitting are frequent.

Requirements

High school diploma or GED plus two years of related experience, or an equivalent combination of related education and experience.
Ability to work independently and take direction.
Ability to analyze data and prepare reports.
Effective verbal and written communication skills.
Ability to understand and carry out verbal and written instructions.
Ability to interact professionally and maintain effective working relationships with superiors, coworkers, and members.
Ability to multitask and work in a fast-paced environment.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence and speak effectively before groups of customers or employees.
Ability to perform basic arithmetic, compute rates, ratios, and percentages, and draw and interpret bar graphs.
Ability to use common-sense reasoning to follow written, oral, or diagrammed instructions and resolve problems involving several concrete variables in standardized situations.
Knowledge of word processing, Excel and spreadsheet, internet, Outlook, and database software.
Frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
Required vision abilities include close and distance vision; regularly use hands to finger, handle, or feel, reach with hands and arms, and talk or hear; frequently stand, walk, and sit.

Nice To Haves

Previous club experience.

Responsibilities

Act as the initial contact for new members and renters.
Notify departments when new members or renters join, membership statuses change, members acquire additional golf or tennis memberships, or junior members retire from junior status on their 25th birthday; record changes in hard-copy files and software.
Process new member and renter paperwork, including profiles, spa waivers, interview forms, and other documents needed to complete files.
Ensure the front desk prepares photo ID cards and guest passes.
Administer golf and tennis transfers among members and ensure they are completed properly.
Maintain accurate member records, including addresses, phone numbers, equity information, fixed charges, and member-type codes; update seasonal addresses.
Ensure new member and renter informational packets are produced and readily available.
Maintain and update renter information lists and reports.
Keep golf and tennis for-sale waiting lists accurate and current, and respond promptly to member inquiries about them.
Update Social, Golf, and Tennis certificates reports.
Prepare affidavits for member-to-member sales of golf or tennis memberships.
Prepare new golf and tennis certificates for new purchases and send copies to purchasers.
Prepare, update, and provide reports as needed, including monthly reports.
Take meeting minutes and assist the Council of Presidents and the Architectural Review Board.
Communicate courteously and professionally with members, coworkers, management, and the general public.
Follow regulations, policies, work procedures, and instructions, and maintain a professional demeanor that reflects positively on The Polo Club.
Perform assigned duties, including administrative tasks, as directed by the Director of Marketing & Membership Services and Membership Manager.