Interim Membership Director

As Membership Director your primary role is to serve club staff and club members through efficient customer service, reception and office operations. The Membership Director is the face of Portland Yacht Club, and as such, is often the first person to speak to or see a member at any given time. They will assist the Office Manager, Club Manager and all club departments with standard office procedures to ensure member satisfaction and proper completion of all front office tasks.

Reporting relationships, work assignments, and work schedule may be subject to change in order to meet company needs/business requirements. The essential duties and responsibilities include the following. Other duties may be assigned.

Office Duties

• Answer the Telephone, answer routine inquiries, take messages.
• Return calls in a timely manner
• Strong phone skills to accurately communicate
• Check e-mail and distribute accordingly.
• Maintain accurate information and records.
• Filing
• Data Entry and spread sheet maintenance
• Keeps office orderly and supplied.
• Computer entries, Microsoft Office, Word, Excel Etc.

Member Communication

• Frankie Email Marketing
• Prepare and send bi-weekly email newsletters to membership
• Send member event announcements and pertinent club news
• Website Maintenance
• Create event registration pages on website
• Maintain online member calendar
• Maintain membership email data in Jonas and Frankie
• Coordinate Member and Guest reservations for events
• Link Events pages, flyers and reservation links to the PYC Website Calendar.
• Link the Portlight and Weekly Newsletters to PYC Website.
• Manage PYC reservation line messages and reservation emails
• Maintains and updates bulletin boards.
• Portlight member magazine
• Send new member information and photos to Membership Chair and Portlight editors
• Email electronic Portlight to members and post to website.
• Send Portlight mailing list to publisher
• Create monthly calendars with daily clubhouse hours and member events

Member Support

• Provide customer service to members.
• Record roster edits and make changes in Jonas
• Maintain Confidentiality of Member and company information.
• Create and send letters of “Good Standing” for members to Reciprocal Clubs as requested.
• Orders name badges.
• Orders membership cards.
• Issues gate cards and openers, and maintain gate database.
• Distribute maintenance requests to Dockmaster and maintenance team
• Maintain ice cooler and bill members for ice purchases

Member Communication

• Frankie Email Marketing
• Prepare and send bi-weekly email newsletters to membership
• Send member event announcements and pertinent club news
• Website Maintenance
• Create event registration pages on website
• Maintain online member calendar
• Maintain membership email data in Jonas and Frankie
• Coordinate Member and Guest reservations for events
• Link Events pages, flyers and reservation links to the PYC Website Calendar.
• Link the Portlight and Weekly Newsletters to PYC Website.
• Manage PYC reservation line messages and reservation emails
• Maintains and updates bulletin boards.
• Portlight member magazine
• Send new member information and photos to Membership Chair and Portlight editors
• Email electronic Portlight to members and post to website.
• Send Portlight mailing list to publisher
• Create monthly calendars with daily clubhouse hours and member events

Member Support

• Provide customer service to members.
• Record roster edits and make changes in Jonas
• Maintain Confidentiality of Member and company information.
• Create and send letters of “Good Standing” for members to Reciprocal Clubs as requested.
• Orders name badges.
• Orders membership cards.
• Issues gate cards and openers, and maintain gate database.
• Distribute maintenance requests to Dockmaster and maintenance team
• Maintain ice cooler and bill members for ice purchases

Membership Recruitment

• Keep club membership application packets ready at all times.
• Correspond with potential members through phone, email, and in-person meetings
• Meet with new members, and conduct tours of clubhouse and moorage
• Ensure membership applications are complete and submitted to board for review
• New member onboarding
• Create welcome packets for new members
• Facilitate new member orientations
• Partner with Membership Chair and New Member Committee to develop and implement recruitment strategies

Moorage Management

• Send out slip and boathouse offerings as advised by Moorage Chairs.
• Keep track of bids as they are received.
• Submit bids to Moorage Chairs.
• Maintain slip occupancy in Jonas
• Maintain boat insurance records in Jonas, and prepare monthly Insurance Report for board meetings
• Follow up with members not in compliance
• Maintain Moorage Move Up/In lists
• Input moorage electrical readings and post moorage billing

Board and Committee Support

• Prioritize Commodore, First Lady, and trustee requests
• Attend monthly board meetings and record the minutes
• Submit monthly membership report to Executive Committee
• Send meeting recap the day after each meeting to Commodore, Secretary/Treasurer, Club Manager, and Office Manager
• Prep Dropbox with monthly board meeting information
• Prepare reports for trustee review
• Membership Report
• Insurance Report
• Moorage Report: Available Moorage, Move Up/In List, Moorage Occupancy Map
• Work with Fire and Safety Committee to compile letters of infractions and send to members
• Maintain spreadsheet of communication
• Serve as liaison for Ship’s Store committee
• Complete monthly inventory and input item counts in Jonas
• Order new items in behalf of committee and receive new items in Jonas

Miscellaneous

• Participate in proactive team efforts to achieve departmental and club goals.
• Provide leadership to others through example and sharing of knowledge/skill.
• Regular Attendance is a job requirement.
• Teamwork is required for proper job performance.
• Perform routine audits to ensure compliance of club rules.
• May be asked to perform unexpected and other duties as the business needs.
• Support Office Manager as requested.
• Maintain appropriate appearance as outlined in the Employee Handbook
• Keep club membership application packets ready at all times.
• Correspond with potential members through phone, email, and in-person meetings
• Meet with new members, and conduct tours of clubhouse and moorage
• Ensure membership applications are complete and submitted to board for review
• New member onboarding
• Create welcome packets for new members
• Facilitate new member orientations
• Partner with Membership Chair and New Member Committee to develop and implement recruitment strategies

Moorage Management

• Send out slip and boathouse offerings as advised by Moorage Chairs.
• Keep track of bids as they are received.
• Submit bids to Moorage Chairs.
• Maintain slip occupancy in Jonas
• Maintain boat insurance records in Jonas, and prepare monthly Insurance Report for board meetings
• Follow up with members not in compliance
• Maintain Moorage Move Up/In lists
• Input moorage electrical readings and post moorage billing

Board and Committee Support

• Prioritize Commodore, First Lady, and trustee requests
• Attend monthly board meetings and record the minutes
• Submit monthly membership report to Executive Committee
• Send meeting recap the day after each meeting to Commodore, Secretary/Treasurer, Club Manager, and Office Manager
• Prep Dropbox with monthly board meeting information
• Prepare reports for trustee review
• Membership Report
• Insurance Report
• Moorage Report: Available Moorage, Move Up/In List, Moorage Occupancy Map
• Work with Fire and Safety Committee to compile letters of infractions and send to members
• Maintain spreadsheet of communication
• Serve as liaison for Ship’s Store committee
• Complete monthly inventory and input item counts in Jonas
• Order new items in behalf of committee and receive new items in Jonas

Job Type: Part-time

Pay: $20.00 - $25.00 per hour

Expected hours: 30 – 35 per week

Schedule:

• Monday to Friday

Work Location: In person