Concierge and Communications Coordinator

The Concierge and Communications Coordinator is a full-time, year-round position key to the Shooting Star team, supporting the Communications and Concierge Department to ensure smooth operations, professional communications, and an exceptional Member experience. This role combines administrative responsibilities, website management, Member engagement, concierge booking management, and other organizational tasks to maintain The Club’s high standards of excellence.

Key Responsibilities

• Answer phones, emails, and greet all Club guests upon arrival.
• Establish and maintain strong relationships with Members and guests, promoting a positive and professional atmosphere.
• Note Member preferences across platforms. Understanding the Members as a whole person (car they drive, seating preferences, habits at the Club).
• Address feedback graciously and relay suggestions to the Concierge and Communications Manager.
• Update and securely maintain Member information to ensure confidentiality.
• Maintain Member contact lists and databases.
• Oversee the coffee station is fully always stocked and clean.
• Manage deliveries in Wood Room.
• Handle lost and found requests.
• Oversee all signage across the Club’s facilities, including the Loading Dock, Shuttles, Locker Rooms, Fitness Facilities, Spa, Pool, Alpine Barn, Back of House, and more.
• Conduct Clubhouse walkthroughs and collaborate with Engineering and Housekeeping to ensure service areas are clean, welcoming, and ready for Members.
• Assist Members in making reservations for the short-term use of private spaces.
• Assist Members in making dining and event reservations.
• Liaison with Food and Beverage to keep dining SOP and menus updated.
• Meet interdepartmentally to collect information to share with Members through various communication channels.
• Assist in drafting, editing, and distributing event flyers and communications materials.
• Manage calendars for the Communications team and ensure the Club Calendar is current and accurate.
• Download and catalog the Club’s photos and logos for future use.
• Anticipate and order supplies needed by the Communications department.
• Update newspaper circulation counts and periodicals.
• Process Member Updates.
• Process return mail.
• Maintain and update the Shooting Star website.
• Conduct consistent audits of the website and google for accurate information about Shooting Star. Ensure each page of the Member Website is up to date.
• Collaborate with department heads and HR to update and maintain the "Meet the Team" page on the Member Website.
• Maintain Club staff contact lists as staffing changes require.
• Coordinate with all staff members to ensure their email signature meets Club standards.
• Schedule all birthday emails to Members.
• Schedule all Fitness Class reminder emails via the Member Website.
• Oversee approved guest registrations and list them accurately on the STAR Sheet.
• Ensure all marketing and printed materials adhere to Shooting Star’s communication standards.
• Suggest innovative communication methods, striving for continuous improvement.
• Become a Public Notary.
• Promote external concierge services and assist Members with arranging local activities and reservations.
• See Concierge reservations through from inquiry to final submission of check request
• Acquaint yourself with local shops, restaurants, and activities.
• Where scheduling allows attend hosted activities or community and industry events.
• Maintain seasonal Locals’ Guide and Activity Guide.  
• Collaborate with the team to promote activities and enhance the overall Member experience

Additional Requirements

• Adherence to Shooting Star standards and policies at all times.
• Commitment to maintaining a secure and confidential environment that respects Member privacy.
• Willingness to remain attentive to new methods for enhancing the Member experience.

Skills and Qualifications

• Proficiency in or aptitude for MS Office, Adobe InDesign, Adobe Photoshop, Clubessential Website Software, OpenTable, Canva.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• High attention to detail and the ability to meet deadlines.
• Bachelor’s degree in communications, Hospitality Management, Business Administration, or a related field (or equivalent experience).
• Positive attitude and ability to thrive in a team environment.
• Proven luxury hospitality skills and a professional, approachable demeanor.
• Exceptional interpersonal skills and the ability to interact courteously and professionally with members, guests, and colleagues.