Membership & Administrative Coordinator The Club at Balsam Mountain | Sylva, North Carolina Join Our Team The Club at Balsam Mountain is seeking an organized, service-minded, and proactive professional to join our team as our Membership & Administrative Coordinator . This is more than an administrative position—it's an opportunity to become the administrative owner of the Club's membership operations while playing an important role in supporting the overall success of one of the region's premier private clubs. We're looking for someone who enjoys building relationships, creating organized systems, improving processes, and making a meaningful impact behind the scenes. If you're someone who naturally takes initiative, enjoys solving problems, and thrives in a collaborative environment, we'd love to meet you. What You'll Do As the Membership & Administrative Coordinator, you'll oversee the administrative side of the complete membership lifecycle while providing support across multiple areas of Club operations.

Responsibilities include:

Coordinating prospective member communications and membership applications Managing new member onboarding and orientation Establishing new member accounts and maintaining membership records Processing membership changes, upgrades, downgrades, transfers, resignations, and reinstatements Coordinating membership billing support and member accounts receivable Preparing membership reports and analytics for leadership Maintaining committee rosters and administrative records Developing and improving workflows, procedures, and organizational systems Providing administrative support to Accounting, Member Services, and other departments as operational needs require Who We're Looking For The ideal candidate is: Highly organized and exceptionally detail-oriented Friendly, professional, and member-focused Self-motivated with excellent follow-through Comfortable managing multiple priorities A strong written and verbal communicator Proactive and eager to take ownership of important responsibilities Someone who enjoys building systems, improving processes, and creating efficiencies Experience in hospitality, office administration, customer service, accounting, membership administration, or private clubs is preferred, but not required. We're looking for the right person—not simply the right résumé. Professional Growth & Development At The Club at Balsam Mountain, we believe our people are our greatest asset. The successful candidate will receive comprehensive training, ongoing mentorship, cross-departmental learning opportunities, and access to continuing education through industry-leading organizations, conferences, webinars, workshops, networking opportunities, and professional development programs. We are committed to helping our team members build rewarding, long-term careers in the private club industry. Compensation & Benefits Compensation for this position will be based upon qualifications, experience, and overall skill set. If you're looking for an opportunity to grow professionally, contribute to a collaborative team, and help create exceptional member experiences while building systems that make a lasting impact, we'd love to hear from you. Job Description Membership & Administrative Coordinator Position Summary The Membership & Administrative Coordinator serves as the administrative owner of the Club's membership operations while providing administrative support across multiple departments. This position is responsible for overseeing the administrative aspects of the complete membership lifecycle—from prospective member outreach and application processing through onboarding, membership record management, reporting, billing support, member accounts receivable, membership changes, committee administration, and ongoing membership administration. This role assumes primary responsibility for the day-to-day administration of the Club's membership operations by maintaining accurate records, tracking all membership activity, establishing new member accounts, coordinating membership billing and member accounts receivable in partnership with the Accounting Manager, preparing membership reports, and ensuring every membership transaction is handled accurately, efficiently, and professionally. In addition to membership administration, this position serves as a key administrative resource for the Club by providing support to the Accounting Manager, Member Services Director, General Manager, and other departments as operational needs require. Responsibilities may include accounting support, member services administration, committee administration, reporting, project coordination, document preparation, and other administrative functions that contribute to the overall success of the Club. This position is ideal for an organized, proactive professional who enjoys taking ownership, creating organized systems, improving processes, and developing efficient workflows that enhance both the member experience and internal operations. Reporting Relationship Reports directly to the Accounting Manager and works collaboratively with the Member Services Director . Provides administrative support to the Accounting Manager, Member Services Director, Clubhouse Manager, and other departments as operational needs require. Essential Duties & Responsibilities Membership Administration Serve as the primary administrator for all membership-related operations. Coordinate prospective member communications and membership applications. Manage the complete new member onboarding process and orientation. Establish and maintain all new member accounts. Prepare membership agreements, welcome materials, and onboarding documentation. Maintain complete and accurate membership records across all Club systems. Process membership category changes, upgrades, downgrades, transfers, resignations, reinstatements, and leaves of absence. Maintain membership databases, historical records, directories, and related documentation. Prepare recurring membership reports, dashboards, and analytics for Club leadership and the Board of Directors. Coordinate committee appointments, rosters, acknowledgments, and committee administration. Ensure all membership information remains accurate, organized, and confidential. Accounting & Administrative Support Coordinate membership billing in partnership with the Accounting Manager. Manage member accounts receivable related to dues, fees, assessments, and membership charges. Assist with reconciliation of membership-related financial records. Support reporting and administrative functions for the Accounting Department. Provide administrative support for the Member Services Department. Assist the General Manager and other departments with administrative projects and initiatives. Prepare correspondence, reports, presentations, forms, and other Club documents. Support special events, Board initiatives, and other Club projects as assigned. Process Improvement Develop, document, and maintain membership procedures and standard operating practices. Create organized workflows, checklists, and administrative systems. Recommend and implement process improvements that enhance efficiency and service. Identify opportunities to improve member communication, organization, and operational effectiveness. Assist in implementing new technologies and administrative processes as appropriate. Qualifications Excellent organizational and time management skills. Exceptional attention to detail. Outstanding written and verbal communication skills. Strong interpersonal and customer service skills. Ability to maintain strict confidentiality. Strong computer proficiency, including Microsoft Office and the ability to learn Club software systems. Ability to prioritize multiple responsibilities while meeting deadlines. Initiative, sound judgment, professionalism, and a willingness to take ownership of responsibilities. Commitment to continuous learning and professional growth. Experience in hospitality, office administration, customer service, accounting, membership administration, or private club operations is preferred but not required. The Club is committed to training and developing the right individual. Professional Growth & Development The Club at Balsam Mountain believes in investing in its people. The successful candidate will receive comprehensive onboarding, ongoing mentorship, cross-departmental learning opportunities, and access to continuing education through industry-leading organizations, conferences, webinars, workshops, networking opportunities, and professional development programs. We are committed to helping our team members build rewarding, long-term careers while continually expanding their knowledge, leadership abilities, and professional skills. Core Competencies Member Service Excellence Organization & Planning Initiative & Ownership Administrative Excellence Process Development & Continuous Improvement Professional Communication Collaboration Confidentiality Problem Solving Adaptability Financial & Administrative Accuracy Attention to Detail This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Employees may be assigned additional responsibilities as business needs evolve.

Pay:

$40,000.00 - $50,000.00 per year

Benefits:

401(k) Dental insurance Employee discount Life insurance Retirement plan Vision insurance

Work Location:

In person