Club Sales Administrator, Full-Time

The Houstonian Hotel, Club & Spa; Houston (TX); On-site; USD 40,000 - 60,000; Full time

Job summary

The Houstonian Hotel, Club & Spa is seeking a detail-oriented Membership Services Coordinator to manage new memberships, reactivations, transfers, and upgrades while handling inactivations, resignations, and cancellations. This role also administers DocuSign, CSI SpectrumNG/ShapeNet, and related software to support sales and membership processes with discretion and professionalism.

Key duties include maintaining membership records, logging sales in Excel, generating weekly and bi-weekly reports,

Responsibilities

• Process all new memberships, reinstatements, upgrades, transfers and log sales to Excel.
• Handle membership records including doctor’s notes and sales tax exemption forms.
• Produce weekly sales reports and bi-weekly new member reports.
• Maintain inventory for membership materials and office supplies.
• Reconcile end-of-month membership counts with Credit Manager; run related reports.
• Administer DocuSign, CSI SpectrumNG/ShapeNet and related membership software.
• Enter memberships in CSI SpectrumNG (soon to be ShapeNet) and manage credentials.
• Respond to member emails and assist with inquiries.
• Place Citi courier orders and handle related administrative tasks.

Job description

Job Summary

To set up new memberships, reactivations, transfers and upgrades. To assist with any inactivations, resignations or cancellations. This includes administrative responsibilities regarding any processes related to Sales and Memberships. Also, this person will be the administrator for Docusign, CSI SpectrumNG, ShapeNetother new membership applications or software in the future. This role is critical to maintaining the luxury standard and reputation of The Houstonian Hotel, Club & Spa while upholding the highest levels of discretion and professionalism.

Job Summary

To set up new memberships, reactivations, transfers and upgrades. To assist with any inactivations, resignations or cancellations. This includes administrative responsibilities regarding any processes related to Sales and Memberships. Also, this person will be the administrator for Docusign, CSI SpectrumNG, ShapeNetother new membership applications or software in the future. This role is critical to maintaining the luxury standard and reputation of The Houstonian Hotel, Club & Spa while upholding the highest levels of discretion and professionalism.

Essential Job Functions

• Process all new sales in CSI (currently moving to ShapeNet) and log sales on to an excel sheet. This includes reinstatements, upgrades, resales and transfers.
• Process all hard copy files in Membership records. This includes doctor’s notes and sales tax emption forms.
• Weekly sales reports due on Wednesdays.
• Bi-weekly new member report for fitness and marketing. (This includes entering the new email addresses for all mailchimp audiences.
• Maintain inventory for gym bags, collateral sales materials, new member packets, applications, green totes, office supplies.
• Work with Credit Manager to reconcile the end of the month membership count report.
• End of the month sales report including all new sales, reinstatements, transfers, upgrades, resales.
• Run the 25 year old report and provide Sales managers with children aging off the membership. Once the month is over, follow up with Sales Managers to remove dependents before the next billing cycle.
• Run the 35 year monthly report. Make sure all balances are paid and dues are changed to full membership status.
• Sage n Bloom flower orders, Spoonful of comfort or special constribution requests to charities for death of members or hospitalizations.
• Monthly pre-marriage agreement audit.
• DocuSign Administrator, DocHub and GymSales Administrator.
• Invoices and purchase orders including ordering new business cards.
• Assist with query building requests.
• Place Citi courier orders.

Responsibilities Which Cross Over With Membership Service Coordinator

• Assist Sales Managers on a daily basis, including any membership tours and inquires when Sales Managers are out of the office. Enter leads into Gymsales with notes when sales managers are out of office.
• Process dues line change forms and log on to Excel.
• Process inactivation’s and resignations.
• Assist with reception area, including handling delicate Member matters and fielding calls to other departments.
• Answer membership emails sent to [e-mail].
• Assist with IAC/reciprocal inquiries and letters of introduction/good standing.
• Reset Billing credentials and App credentials.
• Review guest pass requests and send out guest pass confirmation emails.
• Club Notary.
• Enter Memberships in CSI SpectrumNG (soon to be ShapeNet)
• Look through Member history when needed.