Membership Coordinator - Country Club

Club Overview

Founded in 1901, Pine Orchard Yacht and Country Club is a private club and a member owned facility located on the coastline of Branford, Connecticut, bound to the south by a deep harbor with views across the Long Island Sound. Always having been a very family oriented club, Members enjoy a full range of amenities including golf, tennis, poolside and waterfront activities as well as dining and social programming in a comfortable, informal atmosphere. Club amenities include: a 9-hole course, 8 Har-Tru, 1 hard and 4 pickle courts; access to a 102 slip marina; an Olympic sized swimming pool and a wading pool; and men’s women’s and children’s locker rooms. Yoga and aerobics classes are available as well as junior programming and camps in golf, tennis, sailing and swim team. Golf and tennis lessons are also available to the membership as well as opportunities to participate in tournaments. The Club enjoys an active social calendar in season.

Position Summary

The Membership Coordinator serves as a primary point of contact for members and prospective members and manages the administrative details of the Club’s membership process. This position coordinates applications, maintains accurate membership records, supports new member orientation and member retention, and assists with Club communications. The role also provides administrative support to the General Manager, Controller, Board of Directors, committees, and other staff while delivering courteous, responsive service and protecting confidential information.

Membership Administration and Member Service

· Respond promptly and professionally to membership inquiries; explain application requirements, membership categories, fees, and Club policies using current, approved information.

· Coordinate the application process, including required documents, sponsor information, screening requirements, and follow-up on outstanding items. Prepare complete application materials for review by the appropriate committee and management.

· Maintain the membership waitlist and communicate application status in accordance with Club procedures and management direction.

· Coordinate prospective member visits and tours with management and assist applicants throughout the admission process.

· Coordinate onboarding for approved members, including welcome materials, orientation, staff introductions, and access to member communications and online resources.

· Work with the Controller to confirm required deposits and initiation fees, establish approved memberships, and communicate billing information and membership changes.

· Maintain accurate member files and database records, including contact information, membership status, application documents, and correspondence.

· Process membership transfers, category changes, and resignations in accordance with Club rules and required approvals; coordinate effective dates and billing changes with the Controller.

· Track membership activity and prepare reports on applications, admissions, waitlist status, resignations, and retention concerns for management.

· Assist members with questions and concerns, coordinate follow-up with the appropriate department, and bring unresolved matters or policy exceptions to management.

· Maintain delinquency records in coordination with the Controller and provide updates to the Controller and General Manager as directed.

Club Communications

· Prepare and distribute the weekly newsletter, member notices, and other approved communications; verify accuracy, consistency, and timely delivery.

· Update the Club website, member bulletin board, and approved social media channels with current information.

· Coordinate with the Assistant General Manager and department heads to maintain the Club’s master calendar and communicate event details.

· Compile and update information for the annual membership roster, tournament schedules, annual report, rules and regulations, and bylaws using approved source materials.

Administrative and Business Office Support

· Prepare meeting notices, agendas, correspondence, and supporting materials for the Board of Directors, Executive Committee, and other committees as directed. Maintain organized records and official minutes provided or approved by the appropriate parties.

· Assist committee chairpersons, the General Manager, Controller, and staff with correspondence, scheduling, filing, and assigned projects.

· Answer telephone calls, greet visitors, and provide reception coverage as needed.

· Assist the Controller with invoice entry, member payment entry, billing mailings, and related filing in accordance with established procedures.

· Purchase and maintain office supplies, process purchase orders as directed, and receive and route deliveries.

· Protect the confidentiality of member, applicant, financial, personnel, and Board information; exercise sound judgment when handling sensitive matters.

· Perform other related duties assigned by the General Manager or Controller.

Experience and Qualifications

· Three years of experience in hospitality or a related field; private club, membership administration, or business office experience preferred.

· Excellent written and verbal communication skills and a courteous, professional approach to member service.

· Strong organizational skills, attention to detail, and the ability to prioritize deadlines while handling multiple responsibilities.

· Proficiency in Microsoft Office, particularly Word, Excel, and Outlook; familiarity with PowerPoint, Publisher, or comparable publishing tools.

· Ability to learn and use membership databases, Club management software, website tools, and email communication platforms.

· Working knowledge of office procedures and equipment, with the ability to work independently and collaborate with management and staff.

· Sound judgment, discretion, and the ability to apply Club policies consistently and refer approval decisions to the appropriate authority.

Job Type: Full-time

Pay: $31.00 - $33.00 per hour

Work Location: In person

Salary : $31 - $33