MEMBERSHIP COORDINATOR

The Ponte Vedra Inn & Club; Jacksonville (FL); On-site; USD 22,000 - 30,000; Full time

Benefits offered by this job

Vacation pay

Holiday pay

Sick pay

Medical plans

401(k)

Job summary

The River Club is seeking an administrative assistant to support the Membership team and manage front-desk operations in a fast-paced club environment.

You will handle multi-line calls, assist with new member processing, manage data entry, and help prepare materials for events and meetings. A professional, courteous demeanor is essential, with strong computer skills and attention to detail.

Qualifications

• High School Diploma required.
• Experience as an administrative assistant is a plus.
• Good computer skills and customer service background required.
• Ability to manage multi-line phone operation.

Responsibilities

• Support the membership staff and answer phones.
• Direct calls to the appropriate person.
• Assist with new member processing and data entry.
• Create PowerPoint presentations with the GM and VP of Membership.
• Prepare marketing materials for member events.
• Schedule reservations for meals and events.
• Maintain office supplies and organize files.
• Attend designated member events and assist with events.

Skills

Clerical skills

Telephone etiquette

Customer service

Phone handling

Multitasking

Education

High School Diploma

Tools

Microsoft Word

Excel

PowerPoint

Publisher

Access

Canva

Job description

Thank you for applying to one of the most premier places to work in the Northeast Florida! People are our greatest asset and we are currently seeking people like you who have a desire to join our team.

Do you love providing excellent customer service? Do you enjoy working in a fast-paced, team oriented environment full of fun and other team members who share the same passion? If so, we are right for you!

EDUCATION:

High School Diploma required. Ability to read, write, speak and follow written and/or oral direction in English at a level sufficient to communicate effectively with clients, members, guests and co-workers.

TRAINING AND EXPERIENCE:

High Energy, outgoing personality and self-starter. Experience as an administrative assistant is a plus. Good computer skills and customer service background required. Ability to manage multi-line phone operation.

KNOWLEDGE & ABILITIES:

Working knowledge of basic clerical skills, telephone etiquette, and office-related equipment. Basic knowledge of accounting and reservation books. Computer proficiency in Microsoft Word, Canva, Excel, Publisher, Access and PowerPoint. Ability to retain confidential and sensitive information.

JOB SUMMARY:

To administratively support the membership staff of the club as well as answer all telephones and direct calls to the appropriate person. Position is the liaison between the members and prospective members, employees and managers. Directly supports the Membership Team with New Members, projects, typing, organizing, data entry, mailing, filing and any other duties assigned. Attend and assist with designated member events. Assists with the daily operations of the Administrative Office.

PHYSICAL ABILITIES:

Must be able to handle stairs throughout the course of the shift. Must be able to sit for several hours at a time. Must be able to lift, move, and carry 20 pounds.

DUTIES AND FUNCTIONS:

• Be punctual at all times and have reliable attendance.
• Must be able to work a flexible schedule, to include evenings, weekends and holidays as scheduled.
• Clothing must be conservative and in appropriate color, proper taste, crisp, clean and in good repair. Name tag required.
• Demeanor must be professional and welcoming.
• Must be able to develop and maintain open communication with members, the public, vendors and fellow employees.
• Must be able to interact with Club members in a positive, courteous and professional manner in person, via e-mail and by telephone.
• Answer multi-line phone system and distribute calls accordingly; number one priority.
• Take accurate, detailed messages, relay phone calls; relay messages to members and special function attendees; respond to Members in a cheerful, upbeat voice.
• Take reservations for lunch and dinner, as well as special Club functions as needed.
• Collaborate with our F&B team to enhance the member dining experience by monitoring reservations and taking detailed reservation notes
• Assist Membership department with mailings and new member packets.
• Assist with new member processing to include putting new member interests into club computer system along with member photos.
• Creates Board of Directors PowerPoint presentations with the General Manager and Vice President of Membership
• Print labels and assist with birthday and anniversary monthly projects.
• Customizes special menus and tablescapes for members celebrating occasions in the dining room.
• Maintain and organize office supply closet, order office supplies.
• Maintain files in an organized fashion as delegated.
• Distribute incoming mail to all departments daily and notify of deliveries.
• Operating iStream and processing member checks & payments each morning and sending them to the accounting office.
• Attend required member events, holiday events, for images and membership relations.
• Create marketing material for member events and activities.
• Work with Membership and Catering to create Banquet Event Orders (BEO) for Member Events
• Ensure the reception area is welcoming and presentable at all times.
• Monitor and maintain the operations of all office equipment. Order and maintain supplies for copy machines. Schedule office equipment maintenance checks as necessary.
• Maintain Membership Materials Levels according to Membership Director.
• Maintain reciprocal club files, arrange for members to use reciprocal clubs and communicate the Letter of Introduction for member requests to visit Reciprocal Clubs.
• Adds new reciprocal clubs to growing list of clubs, updating the existing list on a regular basis.
• Track visiting members and the Clubs they are visiting from for reciprocal and unaccompanied guest pass access.
• Report any safety hazards, follow up that hazard has been corrected, and assist with providing a safe work environment.
• Be punctual at all times and arrive to work on time, consistently.
• Must be able to work a flexible schedule, to include weekends and holidays.
• Clothing must be in proper taste, crisp, clean, and in good repair, upon entering the property. Demeanor must be professional and welcoming.
• Assist with creating menus and buffet labels for Special Events
• Perform other jobs that will assist in quality member service as assigned by the Membership Director and/or General Manager as pertaining to Membership and Office operations.

The above description reflects the general details and principal functions of the position. This is not a description of all the work requirements that may be inherent in the job. Management reserves the right to alter the above requirements at any time.

BENEFITS:

• Vacation Pay, Holiday Pay, Sick Pay
• Medical Plans
• 401(k)

The River Club is an Equal Opportunity Employer and a Drug-Free Workplace. We provide equal opportunity without regard to race, color, national origin, religion, sex, age, marital status, or disability.