Member Services Coordinator

Summary

Duties and Responsibilities

• Answers incoming calls, provides accurate information, and routes calls/messages to appropriate parties. Greets and assists residents, guests, customers, and vendors entering The Horizon Center.
• Prepares and formats emails, forms, notices, and other correspondence as needed; maintains professionalism and confidentiality.
• Performs administrative tasks and special assignments as directed by the Member Experience Manager.
• Receives, logs, and directs UPS, FedEx, U.S. Mail, and other vendor deliveries.
• Maintains cleanliness and organization of the lobby and reception area to ensure a welcoming environment.
• Monitors the facility and supports enforcement of Recreational Rules & Regulations to promote safety and an enjoyable resident/guest experience; escalates concerns per established procedures.
• Follows opening and closing procedures, including securing and locking the facility in accordance with safety requirements.
• Operates standard office equipment (copiers, printers, fax/scanners) and reports issues as needed.
• Processes new homeowner, renter, and non-owner paperwork; verifies completeness and coordinates follow-through to completion.
• Utilizes applicable systems and software (e.g., resident database, Outlook, Paylocity) to maintain records, communicate updates, and support daily operations.
• Prepares weekly deposits and balances/reconciles related logs and ledgers (e.g., fax/copy charges, resident ID/barcodes) in accordance with established procedures.
• Provides routine administrative support to the Member Experience Manager and other assigned leadership as needed.
• Maintains, orders, and stocks front-desk forms; updates and posts signage as directed.
• Maintains daily communication with the Executive Assistant regarding resident needs, facility issues, and operational updates.
• Completes incident reports accurately and promptly; notifies appropriate personnel per policy.
• Education: High school diploma or equivalent required.
• Experience: Two (2) years of administrative/clerical or customer-service experience preferred (front desk experience strongly preferred).

Skills

• Proficiency with Microsoft Outlook and standard office software; strong typing and written communication skills; ability to manage multiple priorities, maintain accurate records, and handle sensitive information with discretion.
• Reasoning Ability: Ability to solve problems involving multiple variables and to interpret and follow instructions provided in written and/or verbal form. Demonstrates effective interpersonal skills, sound judgment, and decision-making. Uses basic math skills (add, subtract, multiply, divide) and the ability to accurately perceive, comprehend, and analyze situations, data, and incidents.
• Physical Demands: Must be able to stand, walk, sit, talk, and listen. Must be able to use hands and fingers for computer work and paperwork. Must be able to lift and/or carry up to 10 pounds. Specific vision abilities required include close vision, distance vision, and color vision.
• Work Environment: Must be able to work independently with minimal supervision and collaborate effectively with others. Role requires frequent verbal and face-to-face interaction. Must be able to work the hours necessary to perform the job. Vacation scheduling will be coordinated in accordance with company requirements and departmental coverage needs.
• This is a guideline, not an all-inclusive job description. The information in this description reflects the general scope and level of work performed by employees within this classification. This is not a complete list of all duties, responsibilities, or qualifications required of employees assigned to this position; therefore, management has the right to assign or reassign schedules, duties, and responsibilities at any time. An updated version may be provided or discussed.