Membership Director/Event Coordinator

Fayetteville Country Club Inc; Fayetteville (AR); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Health Insurance

Optional Dental/Vision Insurance

Shift Meal

Playing Privleges

401K w/Company Match

Job summary

Fayetteville Country Club is seeking a Membership Director / Event Coordinator to grow membership and coordinate club events. You will manage inquiries, tours, onboarding, and retention while guiding private events from proposal to billing.

This role demands exceptional service, organization, and cross‑department collaboration to uphold the club's tradition and standards. Responsibilities include maintaining membership records, coordinating with the General Manager, and ensuring accurate billing

Qualifications

• Experience in private clubs, hospitality, membership services, event planning, catering, or a related service environment.
• Strong relationship-building, communication, and customer service skills.
• Demonstrated ability to manage multiple events, deadlines, and administrative responsibilities with accuracy.
• Familiarity with event agreements, banquet event orders, budgets, and billing procedures.
• Proficiency with Microsoft Office, membership databases, and event or Club management software.
• Ability to handle concerns professionally, maintain confidentiality, and work effectively with members, guests, vendors, and staff.
• Private country club experience preferred.
• A degree in hospitality, communications, business, or a related field is helpful; equivalent practical experience will be considered.

Responsibilities

• Respond promptly to membership inquiries and provide accurate information regarding membership categories, dues, initiation fees, amenities, and application requirements.
• Conduct prospective member tours and communicate the benefits and expectations of Club membership.
• Manage applications, supporting documentation, prospect follow-up, and waitlist records.
• Coordinate membership review and approval steps with the General Manager and appropriate committees.
• Maintain accurate membership records and communicate approved changes to the Controller and affected departments.

Skills

Customer service

Relationship building

Communication

Organization

Time management

Education

Hospitality degree

Degree in related field preferred

Tools

Microsoft Office

Club management software

Membership databases

Job description

Position Summary

The Membership Director / Event Coordinator supports the growth and vitality of Fayetteville Country Club by managing membership inquiries, welcoming new members, strengthening member relationships, and coordinating Club and private events.

This highly visible position serves as a primary point of contact for prospective members, current members, and event hosts. Success requires warm, professional service, strong organizational skills, sound judgment, and close collaboration with department leaders to deliver experiences consistent with the Club's traditions and service standards.

Experience Required

Qualifications

• Experience in private clubs, hospitality, membership services, event planning, catering, or a related service environment.
• Strong relationship-building, communication, and customer service skills.
• Demonstrated ability to manage multiple events, deadlines, and administrative responsibilities with accuracy.
• Familiarity with event agreements, banquet event orders, budgets, and billing procedures.
• Proficiency with Microsoft Office, membership databases, and event or Club management software.
• Ability to handle concerns professionally, maintain confidentiality, and work effectively with members, guests, vendors, and staff.
• Private country club experience preferred.
• A degree in hospitality, communications, business, or a related field is helpful; equivalent practical experience will be considered.

Essential Responsibilities

Membership Development and Administration

• Respond promptly to membership inquiries and provide accurate information regarding membership categories, dues, initiation fees, amenities, and application requirements.
• Conduct prospective member tours and communicate the benefits and expectations of Club membership.
• Manage applications, supporting documentation, prospect follow-up, and waitlist records.
• Coordinate membership review and approval steps with the General Manager and appropriate committees.
• Maintain accurate membership records and communicate approved changes to the Controller and affected departments.
• Apply membership policies consistently and refer exceptions or sensitive requests to the General Manager.
• Develop referral opportunities and recruitment initiatives aligned with the Club's membership goals and capacity.

Member Onboarding, Engagement, and Retention

• Coordinate a welcoming onboarding process, including orientation, Club communications access, introductions to department leaders, and follow-up during the first months of membership.
• Help members understand Club amenities, programs, reservation procedures, traditions, and policies.
• Build relationships with members and identify opportunities to improve participation and satisfaction.
• Receive member questions and concerns, coordinate timely responses, and elevate matters when appropriate.
• Assist with member surveys and summarize feedback for management.
• Track membership activity, including inquiries, applications, admissions, resignations, and stated reasons for departure.

Club and Private Event Coordination

• Plan and coordinate a balanced calendar of member activities, including holiday celebrations, family programs, social gatherings, wine dinners, and other Club events.
• Manage inquiries and arrangements for member and member-sponsored private events in accordance with Club policies.
• Conduct event consultations and facility tours; clarify the host's goals, budget, guest count, and service expectations.
• Coordinate event proposals, agreements, deposits, menus, room layouts, timelines, vendor arrangements, and final guarantees.
• Prepare accurate banquet event orders and distribute updates promptly to all affected departments.
• Work closely with the Executive Chef and Food & Beverage Manager on menus, pricing, staffing needs, setup, and service arrangements.
• Coordinate with golf operations, maintenance, and other departments when events affect their facilities or schedules.
• Provide on-site coordination for assigned events and serve as the primary contact for hosts and vendors.
• Confirm event charges with operating departments and the Controller to support accurate, timely billing.
• Conduct post‑event follow‑up and document opportunities to improve future events.

Communications and Promotion

• Prepare clear, timely membership and event communications for Clubster, email, newsletters, and other approved channels.
• Maintain an accurate calendar of Club activities and private events.
• Promote participation through event announcements, registration reminders, and direct member engagement.
• Coordinate messaging with department leaders to ensure details are accurate and consistent.
• Maintain current membership information, event materials, and promotional resources.

Planning, Reporting, and Teamwork

• Develop membership and event goals with the General Manager and report progress regularly.
• Monitor event registrations, attendance, revenue, direct expenses, and member feedback.
• Support event budgets and pricing decisions that balance member value with the Club's financial objectives.
• Participate in management meetings and maintain effective communication across departments.
• Protect confidential member information and exercise discretion in all Club business.
• Perform other related duties as assigned by the General Manager.

Schedule and Working Conditions

This position requires a flexible schedule, including evenings, weekends, and holidays based on the Club's event calendar. Work includes office responsibilities, facility tours, indoor and outdoor events, and periods of standing and walking. The employee must be able to perform the essential functions of the position, with or without reasonable accommodation.

Measures of Success

Performance will be evaluated based on:

• Membership inquiry responsiveness and progress toward approved membership goals.
• Quality of new member onboarding, engagement, and retention efforts.
• Accuracy of membership records, event documentation, and billing information.
• Event execution, participation, host satisfaction, and financial performance against approved budgets.
• Effectiveness of member communications and collaboration with department leaders.

Service Expectations

The Membership Director / Event Coordinator represents Fayetteville Country Club with professionalism, warmth, discretion, and attention to detail, helping members and guests feel welcomed, informed, and well cared for.

Benefits

• Health Insurance
• Optional Dental/Vision Insurance
• Shift Meal
• Playing Privleges
• 401K w/Company Match