Membership & Events Coordinator

POSTITION DESCRIPTION SUMMARYGlendora Country Club is a remarkable Private Country Club located in the foothills of the San Gabriel Valley. The Club offers an array of amenities including an 18-hole Championship Golf Course, state-of-the-art golf practice facilities, a 25-yard swimming pool with diving board, dining and entertainment, plus endless opportunities to participate in member programs that create a wonderful recreational lifestyle for our Members to enjoy all year round.The Membership & Events Coordinator supports the Director of Sales & Marketing in all aspects of membership services and event administration at Glendora Country Club. This role assists with the planning and coordination of private events and new member orientations, ensuring a seamless and welcoming experience.The position is responsible for managing event financials, including tracking payment deadlines, processing charges, and preparing and distributing invoices, in collaboration with the Catering & Events Manager and Accounting team.This role also provides administrative support throughout the full membership and event lifecycle, working closely with the Director of Sales & Marketing and Catering & Events Manager. In addition, the Membership & Events Coordinator partners with the Catering & Events Manager and Clubhouse Manager on select operational aspects of event preparation and execution.The ideal candidate collaborates with the banquet team and other departments to ensure all member and guest expectations are not only met, but exceeded, delivering a high level of service and attention to detail.ESSENTIAL FUNCTIONS AND ACCOUNTABILITIES1.      Assists the Director of Sales & Marketing and Catering & Events Manager with administrative duties.2.      Monitors event payment timelines, proactively communicates upcoming due dates to clients and members, and processes charges in coordination with the Catering & Events Manager and Accounting team. Prepares and distributes invoices for assigned events, ensuring accuracy and timeliness.3.      Assist with membership and private events appointments with direction from the Director of Sales & Marketing and Catering & Events Manager.4.      The Membership & Events Coordinator will assist with planning events, by meeting with the client or member. They will be responsible for all the details including set-up, menus, payments, floor plans, etc.5.      Assists the Director of Sales & Marketing and Catering & Events Manager with creating folders and maintaining events within the Club’s CRM6.      Assists with creating new member folders and maintaining their data in the CRM and website.7.      Be knowledgeable of all rules, regulations, dress code and events at the Club.8.      Hosts New Member Orientations with accurate presentation information, obtaining their signatures and filing the documents once completed.9.      Files necessary Membership data and documents as needed.10.  For applicable events or membership appointments, host the client or member to a meal and/or golf, with direction from the Director of Sales & Marketing.11.  Ability to anticipate member needs through phone calls, emails, and personal conversation.12.  Work directly with the Executive Chef, Director of Sales & Marketing, and Catering & Events Manager to determine the menu items and correct selling price for catered events which are financially responsible to the GCC budget or planned food cost.13.  Communicate with member or client by preparing Banquet Event Order (BEO). Banquet Event Orders need to be distributed respectful of time limitations. All details must be listed and accurate.14.  Communicate with prospective members regarding current membership offerings, application processes, rules, and meet & greet requirements, with direction from the Director of Sales & Marketing.15.  Interact in a courteous and professional manner to quickly resolve all member, guests, and staff difficulties.16.  Assist in maintaining past client and potential contact files.17.  Collects Initiation payments for new members and upgrading members in a timely fashion, with direction from the Director of Sales & Marketing. Also, knowledgeable in creating loans documents.18.  Adds events well in advance to the calendar to avoid booking issues.19.  Makes detailed arrangements, when advised by the Director of Sales & Marketing or Catering & Events Manager, for the events, such as printing of menus, decorations, or special items such as linens, centerpieces, valet parking, vendors, and other integral requirements of the event.20.  Works in conjunction with the Catering & Events Manager, Executive Chef and Clubhouse Manager21.  Must have a positive, engaging, and team-oriented view on the workplace.22.  Proficient in computer software including Microsoft Word, Excel, and CRM23.  Solid time management, organization, and prioritization skills; ability to work with little or no direct supervision.24.  Excellent customer service orientation and focus on customer satisfaction required.25.  Strong leadership and people skills, plus the ability to build and foster a team environment desired.26.  Assist fellow Employees, Members, and guests to ensure delivery of excellent service without being directed. Be aware of team members and the environment and participate as a member of the team.27.  Notify supervisor of Member/Guest complaints at the time they occur. Rectify, practicing service recover, any complaints as soon as possible.OTHER ACCOUNTABILITIES1.      Because of the fluctuating demands of the Club's operation, it may be necessary that each Employee to perform a multitude of different functions; therefore, as an essential part of your job, you will be expected to help others when the occasion arises, just as other Employees are expected to help you. Accordingly, you may be expected to perform other tasks as needed or as directed. 2.      Adhere to all the various Glendora Country Club and department written mandatory standards of operations, policies and procedures, manuals, memos, oral instructions, etc., all of which go to make up the essential functions of the job. 3.      Responsible for demonstrating good teamwork. 4.      Always maintain a professional appearance according to club policy.5.      Responsible for maintaining good conduct and safe working habits while in all areas and assuring that others are acting safely. 6.      Manage time effectively. 7.      Take initiative to solve problems, utilizing all available resources including General Manager.REPORTING RELATIONSHIPS1.      Reports Directly To: Director of Sales & Marketing2.      Also Works For: General Manager QUALIFICATIONS:Bachelor’s degree in Hospitality, Events, Hotel & Restaurant Management, or a related field preferred. Previous experience in hospitality, customer service, or club operations is highly desirable.Strong interpersonal and communication skills with a professional and friendly demeanor.Ability to multitask and remain organized in a fast-paced environment.Proficiency with Microsoft Office Suite; experience with Club Management software is a plus.Flexibility to work evenings, weekends, and holidays as needed for Club events.Part-Time Role - Schedule will consist of Wednesday, Thursday, Friday and Saturdays, some Sundays. Shifts will be 4 hours, sometimes up to 8 hours, totaling 16-20 hours weekly. $25 per hour.