Job Title: Membership Accounting and Operations Specialist

Job Purpose 

The Membership Accounting and Operations Specialist role supports the Corporate Office and club operations by managing the full membership revenue cycle — from member management system (MMS) administration and membership billing through revenue accounting and accounts receivable collections. The specialist ensures member account data is accurate and current, reconciles daily transactions, and partners closely with the Club Experience and management teams so club staff can stay focused on delivering a consistent member experience.

This role is Full-Time / 30 hours per week with opportunity to grow.

Responsibilities

·         Membership Management

o   Maintain the membership database by managing membership changes, including but not limited to upgrades, downgrades, freezes, new sales.

o   Support the club in billing requests related to member and non-member accounts.

o   Prepare a schedule of reports including but not limited to Membership Count, Return from Freeze, Members Aging Out, Cancellations and Membership Renewals.

o   Collaborate with the Club Experience team to support member account communications and the club’s prospecting workflow.

·         Revenue Accounting

o   Process and maintain accurate billing of all membership dues.

o   Post daily revenue accounting batches to accounting software.

o   Reconcile Deferred Revenues.

·         Accounts Receivable

o   Monitor and manage accounts receivable, ensuring timely collections.

o   Accurately record payments to member accounts and document any discrepancies or irregularities.

o   Maintain organized and up-to-date records for all membership accounts, including incomplete files and accounts with credit concerns.

o   Support collection efforts by managing cash receipts, membership billing, write-offs, and identifying returned payments.

o   Generate and distribute first- and second-round billing statements to appropriate stakeholders on the first and second Thursday of each month.

·         Member Management System (MMS) Operations

o   Serve as day-to-day administrator of the club’s member management/CMS platform, keeping members and billing data accurate across systems.

o   Coordinate with vendors and outside software support to troubleshoot member management system issues.

o   Enter, review, and submit related payroll or billing data feeds sourced from the member management system, ensuring compliance with company policies.

Communication

o   Effectively partner with the management team to resolve account and billing discrepancies.

o   Be the liaison between the club Cafe Vendors regarding their use with the member management system.

Professional and Technical Knowledge 

o   Associate degree or equivalent relevant experience in accounts receivable, revenue accounting, or membership operations.

o   Working knowledge of club/membership management systems.

o   Participate in web training sessions when applicable.

o   Attend scheduled meetings with the Corporate Office.

o   Complete all Club Fit compliance training within assigned timeframes (ERP, Bloodborne Pathogen, Sexual Harassment, and Cyber Security)

Contribution to Team Effort

o   Support the Accounting, Club Experience, and management teams.

o   Be knowledgeable of all club programs, schedules, and policies.

o   Maintain confidentiality of member, vendor and employee payroll, and financial information.

Job Requirements 

o   Sit for extended periods of time.

o   Lift up to 10 lbs.

o   Understand and communicate both verbally and in writing in English.

o   Follow job-related directions

o   Think independently and suggest effective solutions to potential challenges.

o   Work a flexible schedule as required by business needs, which may include nights, weekends, and holidays.

o   Understand and comply with all company safety policies and their requirements.

Reporting Structure

o   Direct Line to General Manager