The Membership Administrator provides high-level administrative and operational support to the Club President and Vice President of Membership & Sales, ensuring the efficient execution of membership initiatives and delivering an exceptional experience for prospective and current Members.
This role oversees daily membership administration to include schedule coordination, communications, support Member onboarding and engagement while serving as professional ambassador for the Club.
This position is responsible for the day-to-day administration of the Club's membership program, including maintaining accurate member records, inputting applications and making account changes in Club Essential, coordinating onboarding, assisting with member communications, and ensuring timely, professional support throughout the membership lifecycle.
Full Job Posting
Position Summary
The Membership Administrator provides high-level administrative and operational support to the Club President and Vice President of Membership & Sales, ensuring the efficient execution of membership initiatives and delivering an exceptional experience for prospective and current Members.
This role oversees daily membership administration to include schedule coordination, communications, support Member onboarding and engagement while serving as professional ambassador for the Club.
This position is responsible for the day-to-day administration of the Club's membership program, including maintaining accurate member records, inputting applications and making account changes in Club Essential, coordinating onboarding, assisting with member communications, and ensuring timely, professional support throughout the membership lifecycle.
Essential Duties And Responsibilities
Executive Administrative Support Provide administrative support to the Vice President of Membership & Sales. Provide administrative and executive assistance to the Club President. Coordinate the Club President and Vice President's calendar, including membership tours, appointments, meetings, and special events. Prepare correspondence, reports, presentations, comparative analysis and departmental documents. Answer routine phone calls and email inquiries, directing more complex and real estate requests to the Vice President Writing emails, letters, newsletter announcements, etc. for the Club President and VP of Membership. Handle coordination of gift certificates as approved and directed by the Club President.
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Provide administrative support to the Vice President of Membership & Sales.
Provide administrative and executive assistance to the Club President.
Coordinate the Club President and Vice President's calendar, including membership tours, appointments, meetings, and special events.
Prepare correspondence, reports, presentations, comparative analysis and departmental documents.
Answer routine phone calls and email inquiries, directing more complex and real estate requests to the Vice President
Writing emails, letters, newsletter announcements, etc. for the Club President and VP of Membership.
Handle coordination of gift certificates as approved and directed by the Club President.
Membership Administration Perform general administrative duties, including filing, scanning, data entry, record management, and document preparation. Maintain the confidentiality, accuracy and integrity of the online membership database by promptly updating Member information and communicating changes to the appropriate team associates to ensure records remain current and consistent. Prepare membership folders, orientation packets, Member welcome materials, onboarding documents, and Member gifts. Collaborate with the Marketing team to maintain the accuracy, consistency, and integrity of membership-related content across the Club's website, mobile app, and promotional materials. Assist with monthly membership administration, including resignations, upgrades, transfers, account changes, and membership status updates. Create and assist with member app credentials and assist members with initial access.
Perform general administrative duties, including filing, scanning, data entry, record management, and document preparation.
Maintain the confidentiality, accuracy and integrity of the online membership database by promptly updating Member information and communicating changes to the appropriate team associates to ensure records remain current and consistent.
Prepare membership folders, orientation packets, Member welcome materials, onboarding documents, and Member gifts.
Collaborate with the Marketing team to maintain the accuracy, consistency, and integrity of membership-related content across the Club's website, mobile app, and promotional materials.
Assist with monthly membership administration, including resignations, upgrades, transfers, account changes, and membership status updates.
Create and assist with member app credentials and assist members with initial access.
Member Experience Serve as a welcoming and knowledgeable resource for prospective and current members. Build positive relationships with members through professional, responsive service and attending club events. Act as a brand ambassador by representing the club's culture, values, and commitment to exceptional hospitality. Collaborate with Member Services to build club itineraries and lodging needs for VIP and Owner guests.
Serve as a welcoming and knowledgeable resource for prospective and current members.
Build positive relationships with members through professional, responsive service and attending club events.
Act as a brand ambassador by representing the club's culture, values, and commitment to exceptional hospitality.
Collaborate with Member Services to build club itineraries and lodging needs for VIP and Owner guests.
Communication & Collaboration Collaborate with the Marketing Department on membership communications and promotional materials. Work closely with all departments to ensure a seamless member or guest experience across all touchpoints. Attend membership events, orientations, and club functions as needed.
Collaborate with the Marketing Department on membership communications and promotional materials.
Work closely with all departments to ensure a seamless member or guest experience across all touchpoints.
Attend membership events, orientations, and club functions as needed.
Adhere to all club policies and procedures.
Any other duties, as assigned.
Required Skills And Qualifications
Bachelor’s degree in hospitality, Business Administration, Communications, or a related field preferred, but not required.
Minimum of 2–4 years of administrative, executive support, or membership relations experience in the hospitality industry.
Exceptional organizational and communication skills.
Strong attention to detail.
Professional, polished demeanor with outstanding customer service skills.
Proficiency in Microsoft Office; experience with membership management software is preferred but not required.
Preferred experience with club management software.
Requirement to maintain confidentiality, exercise sound judgment, and willingness to learn with a positive attitude.
Working Conditions
Available to work weekends and a variable schedule based on membership demand and club needs.
Much be willing to maintain communication with Club President, VP of Membership Sales (and occasionally others) after hours and when not necessarily on a scheduled workday.
You may experience variable noise levels.
Physical Requirements
Standing and sitting for extended periods.
Ability to lifting, carrying and pushing up to 30 lbs.
Physical Functions
The physical demands and characteristics of the work environment are representative of those needed to successfully perform the essential functions of this role.
We are committed to making reasonable accommodations to support individuals with disabilities in fulfilling these responsibilities.
About HOUSTON OAKS VENTURE LP
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