Guest Experience and Membership Supervisor

Job Title: Guest Experience and Membership Supervisor
Department: DISC
Reports To: DISC Manager
FLSA Status: Exempt
Revised Date: 4/4/2024

POSITION FOCUS

Coordinate membership efforts to give a high level of customer service to potential members as well as retaining current members

SUPERVISORY RELATIONSHIPS

Reports to the DISC Facility Manager

ESSENTIAL JOB DUTIES

• Help potential members learn about the facility – taking them on tours when needed
• Sell new memberships and help them sign up for fitness classes as well as other activities and leagues
• Process bi-monthly membership billingsand keep accurate files on membership billing records
• Work with members on their questions, renewals and cancellationsand send membership renewal letters
• Help coordinate Open House, Fit for Fall, and future member retention promotions
• Onboarding – implement membership strategies that support recruitment of new members and retention of existing members
• Keep up to date on the RecTrac system – maintaining a good knowledge of how to use the program for effective membership efforts
• Run reports on membership numbers for management to include in board reports
• Work with Silver Sneakers and Renew Active members to set up memberships
• Work with Silver Sneakers and Renew Active organization to set up members and send them monthly membership reports
• Process downloads from Millikin for Millikin students, faculty and staff to ensure their accuracy and ability to use the facility
• Develop and maintain a system for tracking facility tour statistics
• Participate in staff meetings and/or related meetings
• Coordinate with the Fitness Supervisors to schedule member orientations
• Organize membership events at the DISC and represent the DISC at community events/health fairs
• Promote the DISC through Facebook/social media
• Responsible for accounts receivable activity by keeping track of any outstanding balances for facility rentals, POS, and membership dues
• Send outstanding accounts to collections as necessary
• Write letters to new members
• Process accounts payable invoices for DISC administrative expenses
• Work as a team with Office Assistant, Front Desk Supervisor, and DISC Manager to prepare and monitor budget expenses as it relates to office operations
• Work with CCRS clients to set up payment plans for summer day camp and bill the State of IL/CCRS in a timely manner to receive payments for outstanding day camp balances
• Maintain and input facility reservations and facility schedule for DISC activities, leagues and large rentals; prepare contracts in regard to facility rentals for the DISC; review certificates of insurance in regard to large facility rentals
• Work as a team with Front Desk Supervisor and IT Manager to stay up to date on RecTrac software and maintain a good working knowledge of how to use most aspects of the program
• Work as a team with Front Desk Supervisor and DISC managers to keep, devise, and implement forms, procedures, and manual for DISC office and other parts of the Park District for specialized use of RecTrac/WebTrac
• Work as a team with Front Desk Supervisor to keep DISC staff properly trained on the RecTrac system
• Run reports for management and administration from RecTrac and LOCiS
• Work with Millikin University and DISC Manager on policies and fees for DISC use by setting up reservations for Millikin University and work study weekend times each semester
• Assist the Front Desk Supervisor to maintain coverage at the front desk by covering opening and closing shifts as necessary
• Performs other duties and special projects as assigned

HOURS

• Minimum of 40 hours per week with extra hours needed for shift coverages
• Employee will work a combination of daytime, evening, split shift, weekend, and holiday hours as assigned by the DISC Manager
• Employee should expect to work approximately 10 hours per week covering the front desk as needed for coverage

SUPERVISORY RESPONSIBILITIES

This position supervises the Front Desk Supervisor

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

One-year certificate from college or technical school; or minimum of two years’ work-related experience and/or training; or equivalent combination of education and experience. The ability to operate a network computer utilizing word processing, spreadsheet, and recreation software applications as may be necessary to perform essential job functions.

LANGUAGE SKILLS:

Ability to read, analyze, and interpret general business periodicals, professional journals, financial reports, technical procedures, and governmental regulations. Ability to respond to common inquiries or complaints from customers, managers, general public or members of the business community. Ability to write reports, business correspondence and procedural manuals. Ability to effectively present information and respond to top management, public groups, and/or boards of directors.

MATHEMATICAL SKILLS:

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentage, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly to use hands to handle or feel; reach with hands and arms; and talk or hear. The employee is frequently is required to stand, sit, walk, and climb or balance. The employee may be required to lift and/or move from 10 pounds to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

PHYSICAL AND ENVIRONMENTAL CONSIDERATIONS

Sitting – constantly

Walking – occasionally

Strength – light (0-25 lbs.)

Climbing – not present

Balancing – occasionally

Stooping – occasionally

Kneeling – occasionally

Crouching – not present

Feeling - frequently

Reaching – occasionally

Handling – frequently

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Decatur Park District is an Equal Opportunity Employer.

Job Type: Full-time

Pay: $40,000.00 - $41,250.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Evening shift
• Holidays
• Morning shift
• Overtime
• Weekends as needed

Work setting:

• In-person

People with a criminal record are encouraged to apply

Ability to Relocate:

• Decatur, IL 62522: Relocate before starting work (Required)

Work Location: In person