Membership and Club Services Manager-Private Club - JC Resorts

ESSENTIAL PURPOSE:

The Membership and Club Services Manager is responsible for administrative duties and overseeing the entire membership experience at Discovery Bay Golf and Country Club, ensuring a seamless process from onboarding and account management to event coordination and member communication. This individual will work closely with multiple departments, including Marketing, Food and Beverage, and Golf, to deliver a high level of service and engagement for members. This role requires exceptional organizational skills, attention to detail, and proficiency in using Club Essentials CRM software.

ESSENTIAL DUTIES:

Club Administration

• To perform, as directed, routine administrative tasks, including filing, generating and distributing correspondence, recording, transcribing and distributing minutes, handling mail, and producing all necessary documents.

• To research purchasing decisions and to negotiate with vendors, as needed.

• To receive all members, guests, employees, or business associates in a professional manner, assisting to resolve problems when possible.

• Prepare analytical reports for property as needed.

• Assist with the paperwork and start-up of all new staff.

• Attend department meetings while responsible for creating the agenda and recording minutes; distribute to staff accordingly.

• To maintain and validate the club website and calendar.

• To complete, as directed, special projects for the club or JC corporate office.

• To follow all specifications to complete daily accounting procedures, including purchase orders and invoices.

• Maintain employee incentive program.

• To assist in the preparation of the annual budget.

• To assist with any outside audits (sales tax, outside CPA firm, etc.).

Member Onboarding & Account Management

• Oversee the onboarding process for new members, including setting up of member accounts in Club Essentials.

• Ensure accurate data entry and maintenance of member records in CRM software.

• Manage member billing and ensure timely processing of dues and payments.

• Prepares invoices for all direct bill accounts and monitors collection of same; monitors daily clearing of credit card charges; reconcile aged trial balance from the POS system to general ledger monthly.

Member Communication & Engagement

• Serve as the primary point of contact for member inquiries, providing exceptional customer service.

• Handle all member and guest comments and complaints effectively by using discretion and independent judgment while solving issues with guests and the appropriate manager(s), issuing monetary credits and/or refunds and other related tasks associated therewith.

• Coordinate and manage communication through email, newsletters, and Facebook groups.

• Create and send regular member newsletters, highlighting upcoming events, club news, and special offers.

• Support the development and execution of routine member emails.

• In the absence of the Sales and Marketing Director, responsible for occupying the Membership Office, taking phone calls, meeting with prospective members and distributing Membership collateral.

• Maintaining a high profile with membership. Positively promoting the service philosophy of the club.

• To anticipate, understand and respond to all member needs and requests in a timely and professional manner.

Event Coordination & Calendar Management

• Manage the club's event calendar, ensuring it is up-to-date and fully optimized.

• Coordinate with the Food and Beverage team for in-house events, ensuring all details are confirmed for seamless execution.

• Fill out BEOs (Banquet Event Orders) for member events to ensure proper planning and coordination.

• Assist with planning and executing both member-exclusive and public events, including theme development, logistics, and promotion.

• Attend special marketing events and assist in special projects, as needed.

• Collaboration with Marketing and Other Departments

• Work closely with the Marketing department to brainstorm ideas for events, promotions, and communication strategies.

• Ensure all member-related content aligns with the club's branding and strategic goals.

• Assist the General Manager with administrative duties as needed, contributing to club operations and efficiency.

• CRM & System Optimization

• Serve as the primary user of Club Essentials CRM software for member management, billing, and communications.

• Continuously assess and optimize the functionality of Club Essentials to streamline processes and improve member experience.

Executive (Managerial) Exemption: Customarily and regularly use discretion and independent judgment in performing these job duties and will direct the work of two or more employees.

UNIVERSAL EXPECTATIONS:

• To follow all policies and procedures of JC Resorts LLC.

• To immediately report all suspicious occurrences and hazardous conditions.

• To maintain the cleanliness of work areas at all times.

• To practice safe work habits at all times, to avoid injury to self and others.

• To comply with company and departmental safety rules and regulations, including the proper handling of all relevant equipment.

• To attend all mandatory meetings as directed.

• To effectively manage conflict and maintain professional relationships and communications.

• To perform other tasks, including cross-training, as directed.

QUALIFICATIONS:

Education: Bachelor's degree in Business and Marketing, Hospitality or equivalent experience preferred.

Experience: A minimum of two years experience in membership services, hospitality, or customer relations, preferably in a private club or similar environment.

Languages: English required; Spanish preferred

Vehicles/Machinery: California driver's license and ability to drive a car (preferred or required)

JOB KNOWLEDGE & SKILLS: Demonstrated knowledge in Club Essentials CRM software or similar systems, excellent communication skills, both written and verbal; detail oriented, organized and efficient; ability to effectively prioritize multiple assignments from different sources, able to work productively with little supervision; proactive; high quality standards for work product and service; trustworthy and able to maintain confidentiality of sensitive and proprietary information; strong verbal and written communication skills; ; courteous, friendly, and professional manner; able to collaborate effectively with internal teams and external partners, knowledge of event planning an coordination, proficient in Microsoft Office 365 (Word, Excel, Outlook), Adobe Acrobat, Microsoft Teams, Zoom, internet use, and office equipment operation.

WORKING ENVIRONMENT: Works primarily indoors in temperature-controlled, clean, and well lighted office. Exposed to weather conditions while conducting tours and checking on functions. Makes frequent trips to the kitchen, where air may be moist, warm, or odorous from cooking foods. Kitchen floors are uneven and may be slippery. Bi-level structures.

PHYSICAL/MENTAL DEMANDS: Stands/walks moderate distances, across landscaped and uneven terrain, in hot climates and up/down stairs. Sits at desk, in meetings and a vehicle. Must be able to stoop, kneel, crouch, twist, bend, reach, and stretch. Uses phones and computers throughout shift. Occasionally handles and moves objects weighing up to 20 lbs. over short distances. Uses close vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Extensive reading and communication, including with individuals who may be upset and emotional. Must work to deadlines and maintain a flexible schedule.

EXEMPT POSITION: Exempt employees are not covered by the overtime provisions and do not receive overtime pay. Exempt employees are paid a fixed salary that is intended to cover all of the compensation to which they are entitled. Because they are exempt, such employees are not entitled to additional compensation for extra hours of work or time off in lieu of additional compensation.

AT-WILL EMPLOYMENT: The relationship between JC Resorts LLC and the employee i s for an unspecified term and is considered at will. This means that the terms and conditions of employment may be changed, with or without cause and with or without notice, including, but not limited to termination, demotion, promotion, transfer, compensation, benefits, duties and location of work.

EQUAL EMPLOYMENT OPPORTUNITY

JC Resorts LLC is an equal opportunity employer and provides reasonable accommodation to the known physical and mental limitations of a qualified applicant with a disability, unless doing so would impose an undue hardship. Any requests for reasonable accommodation must be directed to:

accessibility@jcresorts.com.

PI258632028