Membership Coordinator

Description

Reports To

Managing Director

Position Summary

The Membership Coordinator is responsible for assisting the Director of Membership in many of those responsibilities as well as the responsibilities listed below. This position requires consistent adherence to policies and procedures of the department as outlined in the Biltmore Standard Operating Procedures (BSOP’S).

Responsibilities

•  Administrative duties; industry related inquiries, manages director’s calendar, schedules appointments, etc.
• Newsletter development; lay-out, production, etc. (future project)
• Quarterly mailings detail and distribution
• Purchase Order submittal and processing
• Coordinate all member events along with Director including décor, menu selection, entertainment
• Post revenue from events in Refine
• Maintain database in Fitpro and organize digital files
• Field all incoming calls related to membership inquiries and assign to appropriate Sales Manager
• Membership relations, all issues; services, billings (thru Accounting), maintenance of complaint log,
• Reservations (RSVP's) for all membership related venues; Tasting Receptions, Wine Dinners, Interactive, etc.
• Handle and track registration and process payments for Club weekly, monthly and quarterly functions.
• Creates marketing flyers for events to be used as bill stuffers, etc
• Researches and develops resources for upcoming Club events
• Coordinates all details related to membership venues; wine allotments, entertainment, supplies, BEO's, etc.

Requirements

Experience and Education Required

• Education

High School Diploma required. Some college preferred

• Experience

Minimum one year of administrative experience is required.

Minimum one year of experience in Marketing, Sales and/or Hospitality is preferred

Skills Required

• Must be able to:

o Speak, read, write and understand the English language.

o Provide legible communication and directions.

o Perform job functions with attention to detail, speed and accuracy.

o Prioritize and organize.

o Think clearly, remaining calm and resolving problems using good judgment.

o Follow directions thoroughly.

o Understand guest’s service needs.

o Work cohesively with co-workers as part of a team.

o Work with minimal supervision.

o Maintain confidentiality of guest information and pertinent resort data.

o Possess moderate to advanced computer skills.

o Work in a dynamic and constantly changing environment.

o Adept to multitasking.

o Proficiently use a computer and Microsoft Word, Excel, Outlook, Adobe InDesign and Photoshop

Physical Demands

? Must be able to:

o Lift, push, and pull objects at least 50lbs throughout the day at all times without assistance.

o Stand, sit, or walk for an extended period of time or for an entire work shift

o Reach overhead and below the knees, including bending, twisting, pulling, and stooping

o Climb ladders if necessary.

o Use, carry, and operate all necessary office equipment using finger dexterity.

o Communicate with employees, managers, subordinates and guests through verbal communication, hearing ability, and visual acuity.

o Visually look at a computer for extended periods of time.

o Adapt to moderate temperatures in the hotel as thermostat is controlled by hotel environmental systems. Most work tasks are performed indoors.

Success Criteria

Membership is a fast-paced and dynamic environment. Candidate must be highly creative, be aware of the needs of the department, have a sales, marketing and advertising mentality and be very pro-active and understand how to quickly turn situations around. Must be able to lead a team of professionals, inspire quality work, empower staff to take ownership of responsibilities and delegate tasks when necessary.

• Team Player

o Demonstrates co-operation within the team and with other departments

o Listens carefully and works well with others

o Has a positive influence on others in the team and clearly enjoys working with people

• Customer Focused

o Anticipates guests’ needs and is sensitive to people from all cultures

o Has a natural, warm smile and a friendly and passionate approach

o Demonstrates confident, helpful and genuine behavior with internal and external customers

• Delivers their Best

o Has energy and sense of urgency for his/her work

o Resourceful, makes things happen and looks for ways to work more efficiently

o Always looks their best and acts appropriately (e.g. approaching guests, body language, and eye contact)

• Composed

o Able to stay calm under pressure

o Demonstrates maturity and ability to cope with the unexpected

o Never lets personal feelings interfere with delivering the highest standard

• Trustworthy and responsible

o Excellent records of attendance and punctuality

o Is reliable and demonstrates the ability to work without supervision

o Demonstrates a high level of personal integrity, honesty and trust

• Time Management

o Uses his/her time effectively and efficiently; values time, concentrates his/her efforts on the more important priorities; gets more done in less time than others; can attend to a broader range of activities. Makes decisions in a timely manner.

• Listening

o Practices attentive and active listening; has the patience to hear people out; can accurately restate the opinions of others even when he/she disagrees.

Licenses or Certifications

N/A

Standard Specifications

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees or guests.

A review of this description has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and requirements are essential job functions.

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time. This job description reflects the job content at the time of writing and will be subject to periodic change in light of changing operational and environmental requirements. Such changes will be discussed with the job holder and the job description amended accordingly. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship

Due to the nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the hotel which may include overtime, weekends and holidays. The employee will carry out any other duties as are within the scope, spirit and purpose of the job as requested by the line manager or Head of Department/Division.

The employee will actively follow The Biltmore Hotel policies including Equal Opportunities policies and will maintain an awareness and observation of Fire and Health & Safety Regulations.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.

Grooming

All employees must maintain a neat, clean and well-groomed appearance per Biltmore Hotel standards.