Club Sales Administrator, Full-Time

JOB SUMMARY 

To set up new memberships, reactivations, transfers and upgrades. To assist with any inactivations, resignations or cancellations. This includes administrative responsibilities regarding any processes related to Sales and Memberships.  Also, this person will be the administrator for Docusign, CSI SpectrumNG, ShapeNetother new membership applications or software in the future. This role is critical to maintaining the luxury standard and reputation of The Houstonian Hotel, Club & Spa while upholding the highest levels of discretion and professionalism.

ESSENTIAL JOB FUNCTIONS

•    Process all new sales in CSI (currently moving to ShapeNet) and log sales on to an excel sheet. This includes reinstatements, upgrades, resales and transfers.
•    Process all hard copy files in Membership records. This includes doctor’s notes and sales tax emption forms. 
•    Weekly sales reports due on Wednesdays.
•    Bi-weekly new member report for fitness and marketing. (This includes entering the new email addresses for all mailchimp audiences.
•    Maintain inventory for gym bags, collateral sales materials, new member packets, applications, green totes, office supplies.
•    Work with Credit Manager to reconcile the end of the month membership count report.
•    End of the month sales report including all new sales, reinstatements, transfers, upgrades, resales.
•    Run the 25 year old report and provide Sales managers with children aging off the membership.  Once the month is over,  follow up with Sales Managers to remove dependents before the next billing cycle. 
•    Run the 35 year monthly report. Make sure all balances are paid and dues are changed to full membership status.
•    Sage n Bloom flower orders, Spoonful of comfort or special constribution requests to charities  for death of members or hospitalizations.
•    Monthly pre-marriage agreement audit.
•    DocuSign Administrator, DocHub and GymSales Administrator.
•    Invoices and purchase orders including ordering new business cards.
•    Assist with query building requests.
•    Place Citi courier orders.

Responsibilities which cross over with Membership Service Coordinator:

•    Assist Sales Managers on a daily basis, including any membership tours and inquires when  Sales Managers are out of the office. Enter leads into Gymsales with notes when sales managers are out of office.
•    Process dues line change forms and log on to Excel.
•    Process inactivation’s and resignations.
•    Assist with reception area, including handling delicate Member matters and fielding calls to other departments. 
•    Answer membership emails sent to membership@houstonian.com.
•    Assist with IAC/reciprocal inquiries and letters of introduction/good standing.
•    Reset Billing credentials and App credentials.
•    Review guest pass requests and send out guest pass confirmation emails.
•    Club Notary.
•    Enter Memberships in CSI SpectrumNG (soon to be ShapeNet)
•    Look through Member history when needed.
 

JOB SUMMARY

Responsible for setting up new memberships, reactivations, transfers, and upgrades, as well as assisting with inactivations, resignations, and cancellations. This position provides administrative support for processes related to Sales and Membership. Additionally, this position serves as the administrator for Zenoti, GymSales, Sertifi, and other membership applications or software implemented in the future. This role is critical to maintaining the luxury standards and reputation of The Houstonian Hotel, Club & Spa while upholding the highest levels of discretion and professionalism.

ESSENTIAL JOB FUNCTIONS

• Process all new sales in Zenoti and log sales in Excel. This includes reinstatements, upgrades, resales, and transfers.
• Process and maintain hard-copy Membership records, including doctor’s notes and sales tax exemption forms.
• Prepare weekly sales reports, due on Wednesdays.
• Prepare biweekly new member reports for Fitness and Marketing, including entering new email addresses into all applicable Mailchimp audiences.
• Work with the Credit Manager to reconcile the end-of-month membership count report.
• Prepare the end-of-month sales report, including all new sales, reinstatements, transfers, upgrades, and resales.
• Run the 25-year-old report and provide Sales Managers with information regarding children aging off memberships. At the end of the month, follow up with Sales Managers to ensure dependents are removed before the next billing cycle.
• Run the monthly 35-year-old report. Ensure all balances are paid and dues are changed to full membership status.
• Conduct the monthly premarriage agreement audit.
• Serve as the Sertifi Administrator and GymSales Administrator.
• Process invoices and purchase orders, including ordering new business cards.
• Assist with query-building requests.
• Place Citi courier orders.
• Responsibilities that cross over with the Membership Service Coordinator:
• Assist Sales Managers daily, including conducting membership tours and responding to inquiries when Sales Managers are out of the office. Enter leads and applicable notes into GymSales when Sales Managers are unavailable.
• Process dues line change forms and log them in Excel.
• Process inactivations and resignations.
• Assist with the reception area, including handling sensitive Member matters and directing calls to appropriate departments.
• Respond to membership emails sent to membership@houstonian.com.
• Assist with IAC/reciprocal inquiries and letters of introduction/good standing.
• Reset billing and app credentials.
• Coordinate Sage ’n’ Bloom flower orders, Spoonful of Comfort orders, or special charitable contribution requests related to Member deaths or hospitalizations.
• Review guest pass requests and send guest pass confirmation emails.
• Serve as Club Notary.
• Enter memberships into Zenoti.
• Review Member history as needed.

KNOWLEDGE AND SKILLS

• High school diploma or equivalent required; office/clerical support experience preferred.
• Proficiency in reading and writing in the English language is required.
• Previous knowledge of office operations is strongly preferred.
• Previous customer service experience is required, preferably two or more years.
• Previous administrative experience is strongly preferred.
• Strong proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Effective understanding of current technologies and the ability to identify opportunities to apply them to relevant business functions.
• Excellent verbal and written communication skills.
• Excellent project management skills.
• Ability to communicate in a concise yet personable manner while effectively utilizing interpersonal skills.
• Ability to build strong working relationships to achieve desired results.
• Availability to work evenings and/or weekends when planning or assisting with special projects, Member events, and functions.
• Availability to work late on the last day of the month.
• Strong analytical and networking skills.
• Detail-oriented and flexible.
• Ability to work effectively in a fast-paced environment and manage multiple priorities.
• Excellent customer service and interpersonal skills, with a solution-oriented “YES” mentality when assisting customers, Members, and guests.
• Strong report-writing skills.
• Highly organized with the ability to maintain the highest level of confidentiality.
• Effective and flexible time-management skills with the ability to prioritize workload appropriately.
• High level of professionalism and integrity.
• Ability to learn and effectively utilize Sertifi, GymSales, and Zenoti processes.

PHYSICAL JOB REQUIREMENTS
Must be able to meet the following minimum physical requirements for at least an eight-hour shift:

• Physical Stamina: Ability to sit for extended periods; see and read computer screens and printed materials with or without vision aids; enter data into a computer; operate standard office equipment; use a telephone; hear, understand, and communicate effectively at normal levels and by telephone; and occasionally stoop, reach overhead, grasp, push, pull, move, or lift up to 25 lbs.
• Hearing/Speech: Ability to effectively engage in one-on-one communication with guests, Members, customers, and coworkers.
• Vision: Ability to accurately read instructions, reports, and other written materials and work with computers and other electronic devices in varying light conditions.
• Literacy: Ability to produce, read, understand, and analyze reports and other written information from a variety of sources and effectively communicate their content.