Membership Administrative Assistant

Duties and Responsibilities: 

• Warmly welcomes and assists all existing and prospective Members visiting the Membership Offices providing detailed Membership information and assistance as requested by the individual or connects these individuals with the appropriate team Member, as needed.
• Owns the collection, organization, processing and communication of necessary Membership information to internal departments and across various platforms:
  • Weekly Address, phone, and email Changes
  • Monthly Dues Changes, Upgrades, and Miscellaneous Income
  • Daily Closing Types to Real Estate
  • Club Central Requests for personal account updates
• Manages and runs periodic reporting & Jonas cleanup to ensure accuracy in data including but not limited to:
• Dependent & Junior Age-out
• Marketing Mailing Lists
• Sales Dues Incentives Expirations
• Quarterly Jonas Discrepancies
• Additional reporting as needed
• Maintains Member files (physical and digital) with up to date details, contact information, photos, notes, etc. and makes account adjustments such as dues changes, addition of dependents, S/O’s, Caregivers, and family members in accordance with the Membership Plan while communicating contact changes to all appropriate departments.
• Partners in assisting Members with impactful life changes impacting Membership such as divorce or death of a Member.
• Takes the lead in digital file clean-up and transitioning all hard file legal documents into digital files/ attachments in Jonas.
• Responsible for filing and organization of all active and terminated Membership hard files.
• Oversees and maintains all pop-ups for Marina pre-paid rental boat program.
• Assists in processing OFAC forms for each closing required.
• Assists with the Generational & Extended Family Member program including processing of applications and any associated fees, changes / terminations, verification of applicant eligibility, approval confirmation to primary Member, annual audits, and assistance in clarification of family Member access and privileges.
• Acts as a liaison between the Club and all Members, receive all general phone calls and communicate messages to the appropriate Director/Managers if needed.
• Assists in responding to inquiries from existing and prospect Members as needed.
• Processes property transfers if requested as well as upgrades including assisting with all questions regarding access and privileges.
• Maintain Membership meeting and closings calendar and coordination of schedule for orientations including set-up & clean-up.
• Responsible for Processing PO’s, contracts, vendor insurance and vendor payments as well as set-up of all new vendor accounts when applicable
• Maintain equipment and office supplies / inventory for the department and places new orders as needed.
• Provides additional oversight in ensuring Membership flipbooks, collateral, the Member App, and the Website maintain accurate, consistent, and informative Club information and ensures Membership collateral is up to date.
• Responsible for collection of department mail and shipping new Member welcome gifts, as needed.
• Assists the Senior Membership Manager in preparing and executing new Member mixers including managing guest list, invitations, oversee greeting or guest check-in, etc.
• Coordinate and partner with Managers and finance in processing initiation and upgrade deposits and oversees refund checks as needed.
• Assist the Director and Mangers in drafting/ sending welcome letters, termination letters, and hand written welcome cards as needed.
• Assist the Senior Membership Manager and Director in all other special projects, as assigned.

Qualifications/Requirements/Experience/Education: 

• Some college; college degree or work equivalent in hospitality field preferred
• Strong data entry required.
• Excellent verbal and written communication skills.
• Experience working in a team environment preferred.
• Strong organization skills with the ability to follow directions through to completion & complete tasks quickly and accurately.
• Natural hospitable nature, strong customer service, and ability to communicate with Members in a patient, gracious and professional manner.
• General experience in Excel and Microsoft Word applications required with an ability to pick up new software systems quickly.

Schedule: 

This is an in-office position with occasional varied hours based on business levels and Member availability.  Evenings, weekends, and possible holidays may be required at times.  The Membership Office is open Monday – Friday, 8:00 a.m. - 4:00 p.m. Appointments are required after 4:00 p.m. and on weekends or holidays with the expectation that team Members are made available to best suit Member requests for availability.

In addition, we look for the following key attributes in our Team Members:

Professional Appearance

Living the Values

Quality

Productivity

Dependability

Customer Focus

Teamwork

Adaptability