Membership Coordinator

Dundas Valley Golf & Curling Club; Hamilton; On-site; CAD 50,000 - 60,000; Full time

Benefits offered by this job

Golf privileges

Curling privileges

Staff meals

Benefits & pension

Discretionary bonus

Job summary

Dundas Valley Golf & Curling Club in Hamilton, Ontario is seeking a proactive Membership Coordinator to manage member administration, onboarding, renewals, and records, ensuring accurate data and timely reporting.

You will serve as the primary contact for members, coordinate communications for golf and curling events, assist with accounts receivable, and support preparation for the Annual General Meeting. The role offers a weekday schedule in a private club setting with benefits and pension.

Qualifications

• Post-secondary education in administration, business, communications, accounting or related field.
• Strong analytical, organizational, leadership and communication skills.
• Hospitality experience or Private Club culture is an asset.

Responsibilities

• Administer all membership processes, including onboarding, applications and renewals.
• Maintain member records and prepare membership reports.
• Coordinate member communications and engagement initiatives.
• Assist with accounts receivable and monthly billing.
• Support AGM preparation and represent the Club at events.
• Update the Club website and work with web developers.

Skills

Analytical skills

Communication

Organizational skills

Leadership

Education

Post-secondary education in administration or related field

Experience with Jonas Club Management software

Tools

Jonas Club Management

Microsoft Office

Excel

Job description

The Club, which was founded in 1929, offers its members an entertainment and leisure facility, completely equipped with a full eighteenth-hole golf course and a par three short case, and a five-sheet curling rink.

The clubhouse features a men’s lounge, women’s lounge, mixed lounge, bistro, a ballroom for major events, and other amenities that contribute to the health, comfort and entertainment of Club members, their families and their guests.

The Club is a private, non-profit, recreational corporation, dedicated to providing high quality golf, curling, leisure and social activities in a wholesome and friendly environment for the enjoyment and benefit of its members and guests.

Position Summary

Reporting to the Controller, with functional support to the Membership & Curling Manager, the Membership Coordinator plays a key role in supporting the Club's membership experience through effective administration, communication, and member engagement. This position is responsible for the accurate administration of all membership categories, maintaining the Club’s membership database and records, and preparing reports related to membership activity.

The Membership Coordinator serves as a primary point of contact for members, ensuring they receive timely, professional, and engaging communications throughout their membership journey. The role supports member onboarding, relationship building, and engagement initiatives that enhance the overall member experience and strengthen member retention.

In addition, the Membership Coordinator provides administrative support in accounts receivable processes and assists with general office and departmental administration as required. The successful candidate will be highly organized, detail-oriented, an effective communicator, and a proactive relationship builder who thrives in a dynamic, member-focused environment.

Key Responsibilities

• Develops and prepares analyses of member information as required (member reports)
• Administer all membership-related processes, including new member onboarding, membership applications and renewals, status changes, leaves of absence, resignations, and the accurate maintenance of member records.
• Prepares and balances Membership Activity Report/Demographic report/Turnover reports and other reports as required.
• Effectively responds to member status / accounts comments in accordance with club standards, policies and rules.
• Controls and manages all membership billing, including monthly statements, league and event billing.
• Manages accounts receivables, along with monthly reminders for overdue accounts.
• Coordinates aspects of membership such as lockers, power caddy storage, etc.
• Assists General Manager and Controller in preparation for and attends Annual General Meeting.
• Represent the Club at events to foster a warm, professional presence.
• Collaborate with Section Captains on communications and scheduling.
• Collaborates with departments to proactively coordinate content for golf and curling events, dining, features, and Club events for communication (email and print).
• Ensures that all materials and campaigns are aligned with the Club’s Mission, Vison, Values, Strategic Plan.
• Website Maintenance: Update and maintain the Club's website, ensuring that it reflects current information and images. Work with our web developers (Fullerton Media / Jonas Club Software) to implement enhancements and optimize user experience.
• Back up for front desk reception, phones and all in person inquiries from Mon-Fri 9-5pm

Education /Work Experience

• Post-secondary education in administration, business, communications, accounting or related field of study;
• Experience with Jonas Club Management software considered a strong asset;
• Strong analytical, organizational, leadership and communication skills;
• Hospitality experience an asset; and
• Experience in the Private Club culture is an asset.

Skill & Knowledge

• Ability produce quality materials within tight time frames and simultaneously manage several projects;
• Advanced proficiency with Jonas software and spreadsheet programs and applications considered an asset;
• Effective attention to detail and a high degree of accuracy;
• High level of integrity, confidentiality and accountability;
• Strong work ethic and initiative;
• Sound analytical thinking, planning, prioritization, and execution skills;
• Ability to respond appropriately in pressure situations with a calm and steady demeanor;
• A well-defined sense of diplomacy, including solid negotiation, conflict resolution, and interpersonal skills;
• Able to effectively communicate both verbally and in writing;
• Able to build and maintain lasting relationships with other departments, key stakeholders;
• Strong problem identification and problem resolution skills;
• High level of proficiency with Microsoft Office productivity suite; and
• Knowledge of best practices in internal controls.

Compensation Package Includes

Dundas Valley Golf and Curling Club offers a compensation package including: competitive salary, comprehensive benefits and pension plan, golf or curling privileges, complimentary staff meals, eligibility for annual discretionary bonus. Base $50,000-$60,000.

• This is not a remote position
• Weekday position, with flexibility to accommodate the needs of the business (some weekend and holiday work will be required).

The Club reserves the right and privilege to amend this job description as business needs necessitate.