Member Services Coordinator

Job Description

Job Description

Position Summary The Membership Coordinator is an integral member of the Membership and Marketing team and plays a key role in creating a welcoming, responsive, and well-organized experience for prospective members, new members, and existing Club members. This is an administrative and member-facing position that supports the full membership experience—from the initial inquiry and application process through onboarding, orientation, and ongoing membership. The Coordinator is often one of the first points of contact for prospective and new members and provides day-to-day support for reservations, events, member services, membership records, communications, and Club programs. The successful candidate is highly organized and detail-oriented, but equally comfortable and confident working directly with members. They should be warm, professional, responsive, discreet, and able to exercise good judgment while managing multiple priorities and working collaboratively across the Club. The Membership Coordinator helps make the Club easy to navigate and welcoming at every stage of membership. The Coordinator ensures that prospective members feel well cared for throughout the application process, new members feel informed and connected, and existing members receive responsive and thoughtful service. Behind the scenes, membership records, communications, reservations, events, and administrative processes should be accurate, organized, and handled with care. Key Responsibilities Membership & Member Experience Serve as a primary administrative and service contact for prospective and current members, responding to questions, requests, reservations, and other membership needs with professionalism and warmth. Support the full membership process, including prospective member communications, Open Houses, applications, follow-up on outstanding materials, new member processing and account setup, onboarding, Member Guide distribution, member cards, and New Member Orientation. Help new members become comfortable and connected to the Club by providing information and connecting them with Club programs, interest groups, Ambassadors, and other members. Maintain accurate and timely membership information in Northstar and other Club systems, including new memberships, renewals, class changes, resignations, and other member updates. Support annual membership renewals and related communications, tracking, and follow-up. Manage incoming and outgoing Letters of Introduction and coordinate reciprocal club requests with the appropriate Club leadership and departments. Maintain current reciprocal club information and assist with keeping the Member Guide and website accurate as policies, programs, and reciprocal relationships change. Prepare and coordinate routine member communications and information, including birthday lists, committee meeting invitations, and other member-facing materials. Handle member and prospective-member information with appropriate discretion and confidentiality. Events, Reservations & Member Programs Coordinate member and event reservations and support registration for Club programs and signature events. Provide administrative and logistical support for events, including registration, member preferences, event materials, check-in, and coordination with Food & Beverage and other Club departments. Support member engagement programs and initiatives, including Ambassador activities, Club events, intraclub and interest groups, and other special programs. Assist with event attendance, billing-related information, and other post-event administrative needs. Committee & Team Support Provide general administrative and organizational support to the Membership and Marketing team, including the Director of Membership and Marketing, Associate Director of Membership, Member Experience and Programming Manager and Marketing Manager. Support committees such as Membership, Young Members, Ambassadors, Board Development, etc., along with the club’s Foundation, with meeting coordination, communications, materials, minutes, scheduling, and follow-up. Collaborate closely with Finance, Food & Beverage, Reception and other departments to ensure a seamless member experience. Qualifications & Attributes Previous experience in a private club, hospitality, membership organization, or other service-focused environment preferred. Exceptional customer service and interpersonal skills, with a warm, polished, and professional demeanor. Highly organized, detail-oriented, and able to manage multiple priorities and deadlines. Strong written and verbal communication skills and excellent follow-through. Able to take ownership of requests, anticipate needs, solve problems, and exercise sound judgment. Comfortable working with confidential information and interacting with members, prospective members, volunteers, and Club leadership. Strong computer skills and the ability to learn and effectively use Northstar and other Club systems. Flexible Schedule: This is a full-time, salaried hospitality position with a schedule that varies based on Club activities and events. Early evening and evening events are a regular part of the position, with some weeks requiring more coverage than others. Some weekend and holiday hours are also part of the Club’s event and holiday schedule. We strive to offer flexibility and provide as much advance notice as possible as schedules are planned.