Membership Coordinator

Vandelay Companies; Dallas (TX); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Dental and vision insurance

Generous PTO

Annual compensation review

Discounts across company portfolio

Job summary

Vandelay Companies is seeking a proactive Membership Coordinator to build and oversee our private membership program from the ground up. The role demands entrepreneurial drive, outstanding organization, and discretion as the primary contact for members and prospects.

You will help launch the program, manage applications and renewals, maintain confidential records, coordinate events, and collaborate with leadership, operations, marketing, and hospitality teams to uphold our exclusivity and

Qualifications

• Two or more years of experience in membership services or high-touch client relations.
• Exceptional written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities in a dynamic environment.
• Professional presence with executives and discerning clients.
• Willingness to support occasional evenings, weekends, or events.

Responsibilities

• Support the development and launch of Vandelay Companies’ private membership program.
• Coordinate the membership application, review, onboarding, renewal, and cancellation processes.
• Maintain accurate and confidential membership records, profiles, preferences, and account information.
• Help develop membership policies, procedures, communications, and service standards.
• Identify opportunities to improve processes as the program evolves and grows.
• Serve as a polished, responsive, and trusted point of contact for members and prospective members.
• Provide highly personalized service while anticipating member needs and preferences.
• Respond to questions, requests, and concerns promptly, professionally, and discreetly.
• Build strong relationships with members while maintaining appropriate confidentiality and boundaries.
• Coordinate special requests and resolve issues with urgency, sound judgment, and attention to detail.
• Ensure every interaction reflects the exclusivity and service standards of the membership program.
• Assist with planning and executing private events, member programming, and exclusive experiences.
• Manage invitations, reservations, confirmations, guest lists, and event communications.
• Coordinate with internal teams, venues, vendors, and other partners to ensure seamless execution.
• Attend events as needed and provide hands-on support before, during, and after each experience.
• Collect and communicate member feedback to help strengthen future programming.
• Draft polished membership correspondence, announcements, invitations, and program materials.
• Partner closely with senior leadership, operations, marketing, finance, and hospitality teams.
• Maintain membership calendars, deadlines, event schedules, and follow-up items.
• Prepare reports and updates regarding membership activity, engagement, and program performance.
• Handle sensitive member and company information with the highest degree of discretion.

Skills

Membership services

Luxury hospitality

Client relations

Executive support

Communication

Organization

Discretion

Tools

Microsoft Office

CRM systems

Reservation platforms

Job description

Membership Coordinator - Vandelay Companies

About the Opportunity

The Membership Coordinator will play an essential role in building the membership program from the ground up. The right candidate will be entrepreneurial, resourceful, highly organized, and energized by the opportunity to create the processes, standards, and experiences that will define the membership program.

This is a fast-paced, high-visibility role requiring exceptional judgment, discretion, attention to detail, and responsiveness. The Membership Coordinator will work serve as a primary point of contact for current and prospective members.

Key Responsibilities

Membership Development and Administration

• Support the development and launch of Vandelay Companies’ private membership program
• Coordinate the membership application, review, approval, onboarding, renewal, and cancellation processes
• Maintain accurate and confidential membership records, profiles, preferences, and account information
• Help develop membership policies, procedures, communications, and service standards
• Identify opportunities to improve processes as the program evolves and grows

Member Relations

• Serve as a polished, responsive, and trusted point of contact for members and prospective members
• Provide highly personalized service while anticipating member needs and preferences
• Respond to questions, requests, and concerns promptly, professionally, and discreetly
• Build strong relationships with members while maintaining appropriate confidentiality and boundaries
• Coordinate special requests and resolve issues with urgency, sound judgment, and attention to detail
• Ensure every interaction reflects the exclusivity and service standards of the membership program

Events and Member Experiences

• Assist with planning and executing private events, member programming, and exclusive experiences
• Manage invitations, reservations, confirmations, guest lists, and event communications
• Coordinate with internal teams, venues, vendors, and other partners to ensure seamless execution
• Attend events as needed and provide hands-on support before, during, and after each experience
• Collect and communicate member feedback to help strengthen future programming

Communication and Coordination

• Draft polished membership correspondence, announcements, invitations, and program materials
• Partner closely with senior leadership, operations, marketing, finance, and hospitality teams
• Maintain membership calendars, deadlines, event schedules, and follow-up items
• Prepare reports and updates regarding membership activity, engagement, and program performance
• Handle sensitive member and company information with the highest degree of discretion

Qualifications

• Two or more years of experience in membership services, luxury hospitality, client relations, concierge services, events, executive support, or another high-touch service environment
• Exceptional written and verbal communication skills
• Strong organizational skills and meticulous attention to detail
• Demonstrated ability to manage multiple priorities and respond effectively to changing demands.
• Professional presence and confidence interacting with executives, high-profile individuals, and discerning clientele
• High level of discretion, emotional intelligence, and sound judgment
• Comfort working in an evolving environment where processes are still being created.
• Proficiency with Microsoft Office and the ability to quickly learn membership, CRM, reservation, and communication platforms
• Availability to support occasional evening, weekend, or special event responsibilities

Benefits and Perks

• Dental and vision insurance
• Generous Paid Time Off
• Annual compensation review
• Discounts across company’s portfolio

The Company provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable law.