Coordinator

White Manor Country Club

Job Title : Communication & Member Relations Coord. Effective Date : September 2024

Department : Administration FLSA Status : Non-Exempt

Reports To : General Manager

POSITION SUMMARY

The Communication & Member Relations Coordinator is responsible for assisting with administrative and clerical duties, managing reservations system, and communication initiatives.

This position is also responsible for greeting members, guests, and visitors, answering phone, displaying a high level of professionalism in the reception area and providing polite and accommodating service to visitors to include members, guests, prospective members, vendors, clients, and staff in person, via the telephone or email.

ESSENTIAL JOB DUTIES :

• Greet all visitors, members, and guests in an attentive, friendly, courteous, service-oriented manner and, respond to inquiries and provide directions to correct destination.
• Maintain regular, dependable attendance and punctuality.
• Maintain high standards of professional appearance and grooming, which include wearing proper attire and name tag when working.
• Create various pieces of collateral using present templates and deploy as needed.
• Format all Club emails and send to appropriate recipients.
• Keep Club website up to date.
• Ensure that new events are set up correctly and deployed to the Club website and app.
• Take photos and update social media platforms regarding activities and events.
• Respond promptly to all emails, including those regarding inquiries and reservations and requests from members, guests, and staff in a polite and professional manner.
• Answer the telephone in a courteous and professional manner.
• Screen and direct calls as appropriate.
• Take information from callers and relay messages to appropriate departments.
• Assist in answering basic member queries related to club operations to the best of your ability when possible.
• Manage and update the Club’s reservations system, including events, member information, etc.
• Keep Food & Beverage informed on status of reservations.
• Assist in creating seating charts for large events and serve as hostess as needed.
• Receive mail and deliveries, sort mail, and deliver to the club’s designated recipient.
• Monitor member and guest access and maintain security awareness.
• Ensure knowledge of staff movements in and out of Club.
• Provide general administrative and clerical support by performing general office tasks to assist General Manager and other department heads.
• Prepare correspondence and documents.
• Monitor inventory relevant to reception area.
• Tidy and maintain the reception area, including foyer.
• Perform other duties as assigned.

EDUCATION, EXPERIENCE AND SKILLS :

• High school diploma or GED required.
• One to 3 years of receptionist, administrative assistant or related experience preferred.
• Must have Food & Beverage experience.
• Proficient with computer systems to include Outlook, email, Microsoft Office and familiar with membership software.
• Demonstrated ability to prioritize, multitask and manage data with a high degree of accuracy.
• Possess strong organizational, written and oral communication skills.
• Demonstrated results and detail oriented and capable of working with minimal direction.
• Excellent team player with ability to work hands on in a fast-paced environment.
• Must possess ability to maintain confidentiality and to handle member and guest information in a confidential manner.

PHYSICAL AND MENTAL DEMANDS :

• Requires ability to safely lift items up to 20 pounds occasionally.
• Be able to work in a sitting position for long periods of time.
• Be physically able to reach, bend, kneel, stoop, and lift above shoulder level.
• Must be able to convey information and ideas clearly.
• Must be able to evaluate and select among alternative courses of action quickly and accurately.
• Must be effective in listening to, understanding, and clarifying the concerns and issues raised by members, guests, and staff members.
• Must be able to work with and understand financial information and data, and basic arithmetic functions.

TYPICAL WORKING CONDITIONS

Work is performed in an indoor setting. Some varied weather conditions are expected with exposure to heat / humidity, or cool / cold weather.

Moderate noise level in the work environment. Varying schedule to include evenings, some holidays, working on Saturdays, and extended hours as business dictates.

About White Manor Country Club :

Nearly three centuries ago in 1711, these 170 acres of magnificent, rolling panorama were part of a 500-acre tract of land granted by William Penn to the Evans family.

Today, White Manor is where you will find one of the country's most beautiful and challenging golf courses. Redesigned and renovated in 2003 by renowned, award-winning course designer, Bobby Weed, the course is highly rated and appreciated by all who have the pleasure to play here.

More than high-quality golf, White Manor has a reputation for both fun and refinement coming from an active, vibrant membership that enjoys a country club experience that ranges from casual to elegant, from family-focused to adult.

Membership at White Manor begins with the camaraderie of men and women who set high standards for themselves and their club.

They simply expect the best. White Manor gives it to them.

Last updated : 2024-09-10