ADMINISTRATIVE COORDINATOR
Department: Membership / Administration
Reports To: Membership Director and Clubhouse Manager
Position Type: Full-Time
FLSA Status: Non-Exempt
POSITION SUMMARY
The Administrative Coordinator provides comprehensive administrative and operational support to the Membership Department and Clubhouse Manager. Serving as the first point of contact for members and guests, this role creates a welcoming, professional, and service-oriented experience while ensuring the efficient coordination of daily administrative functions and clubhouse operations.
The Administrative Coordinator supports all aspects of membership services, member communications, club events, scheduling, reservations, correspondence, and general administrative operations. This role requires a highly organized, detail-oriented, and professional individual who can effectively manage multiple priorities while delivering exceptional service to members. The ideal candidate demonstrates strong communication skills, excellent time management, and a commitment to maintaining a welcoming and efficient club environment.
ESSENTIAL DUTIES & RESPONSIBILITIES
Membership & Member Services
· Provide professional and friendly assistance to members, guests, and prospective members in person, by phone, and by email.
· Respond timely to member questions and requests or direct them to the appropriate department or manager.
· Assist the Membership Director with membership-related correspondence, records, forms, communications, and special projects.
· Assist with membership events, orientations, meetings, and other member activities.
· Assist with event and activity reservations using Club management software.
· Maintain confidentiality of member information and Club business.
Clubhouse Manager Support
· Provide administrative support to the Clubhouse Manager as needed.
· Assist with correspondence, reports, schedules, meeting preparation, and special projects.
· Assist with coordinating information and communication between the Clubhouse Manager and Club departments.
· Assist with Club events and activities as directed.
· Provide general administrative support to Club operations as needed.
Communications & Creative Support
· Assist with Club communications and member-facing materials.
· Create professional and engaging flyers, announcements, invitations, and other promotional materials using Canva, and other approved marketing platforms.
· Assist with preparing and distributing member communications through email, newsletters, the Club website, mobile app, Clubster, social media, and other approved communication platforms.
· Gather information from Club departments to assist with timely and accurate member communications.
· Assist with maintaining organized files of approved photos, graphics, flyers, and other communication materials.
Administrative Support
· Maintain accurate records, files, calendars, and administrative documents.
· Prepare correspondence, reports, spreadsheets, presentations, and other documents as needed.
· Assist with scheduling meetings and coordinating meeting materials and logistics.
· Maintain office supplies and assist with ordering as needed.
· Utilize Microsoft Office, Jonas, Canva, and other technology platforms necessary to perform the position.
· Assist with special projects and other administrative duties as assigned by the Membership Director or Clubhouse Manager.
QUALIFICATIONS & SKILLS
· Excellent verbal and written communication skills.
· Demonstrates clear, respectful, and professional communication with staff, leadership, customers, and external partners.
· Professional, friendly, and service-oriented demeanor.
· Strong organizational skills and attention to detail.
· Ability to manage multiple priorities and meet deadlines.
· Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
· Experience with Canva or similar design software preferred.
· Ability to learn and effectively use Club management and communication software.
· Strong interpersonal skills and ability to work effectively with members, guests, employees, and Club leadership.
· Ability to work independently while also functioning effectively as part of a team.
· Ability to maintain confidentiality and exercise good judgment.
· Previous experience in a private club, hospitality, membership services, or administrative environment.
EDUCATION & EXPERIENCE
· High school diploma or equivalent required.
· Two or more years of administrative, hospitality, membership services, private club, or related experience preferred.
· Equivalent combination of education and experience may be considered.
PHYSICAL & WORK REQUIREMENTS
· Ability to sit, stand, walk, and use a computer and office equipment for extended periods.
· Ability to occasionally lift and carry materials weighing up to 25 pounds.
· Ability to work in a professional Clubhouse environment with frequent interaction with members, guests, and employees.
· Flexibility to work occasional evenings, weekends, and holidays based on Club events and operational needs.
Pay: $25.00 - $30.00 per hour
Benefits:
- 401(k)
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
