Memberships Coordinator

The Memberships Coordinator plays a key role in delivering exceptional customer service while overseeing the administration of the membership onboarding process for new residents. Reporting to the Office Manager, this position is responsible for coordinating membership setup, account creation, ownership transfers, onboarding communications, invoice administration, payment tracking, and record maintenance to ensure new members are successfully integrated into the community.

Playing a key role in the Customer Service team, the Memberships Coordinator also provides front-line service to members, residents, guests, and the public, assisting with inquiries, registrations, payments, and facility information.

Success in this role requires strong organizational skills, attention to detail, the ability to manage multiple priorities in a fast-paced environment, and a commitment to creating positive experiences for both new and existing members.

• Manage end-to-end membership onboarding, including account setup, ownership transfers, documentation, waivers, and record maintenance.
• Deliver engaging onboarding communications, providing members with account access, requirements, resources, and key information to ensure a seamless start.
• Liaise with members and external stakeholders, including lawyers, real estate agents, property managers, and service providers, ensuring all inquiries and requests are handled professionally, accurately, and in alignment with organizational values.
• Coordinate onboarding workflows and tracking systems to ensure documentation, payments, waivers, account information, and membership requirements are processed and completed in a timely manner.
• Monitor onboarding milestones to ensure all documentation, payments, waivers, and membership requirements are completed efficiently and on schedule.
• Provide exceptional customer service by responding to inquiries, processing registrations and payments, sharing facility information, and supporting front-desk operations in person, by phone, and via email.
• Support daily office operations through filing, scanning, data entry, room bookings, and maintaining an organized, professional, and welcoming environment.
• Maintain up-to-date knowledge of organizational policies, programs, facilities, and community updates to provide accurate information and support to members and residents.
• Contribute to operational excellence by supporting process improvements, participating in team initiatives, adapting to changing priorities, and assisting with additional responsibilities as required.

• High School Diploma or equivalent (post-secondary education considered an asset)
• Previous experience in customer service, administration, membership services, or a related field preferred
• Strong administrative and organizational skills with exceptional attention to detail
• Ability to communicate professionally and confidently with members, stakeholders, and external partners
• Strong computer literacy, including proficiency with office software, databases, and digital record management systems
• Ability to manage multiple priorities, deadlines, and confidential information with accuracy and discretion
• Flexibility to work evenings, weekends, and special events as required
• Proven ability to perform effectively under pressure, balancing administrative responsibilities with customer service demands while maintaining a high level of professionalism
• Background Check required prior to employment

• Delivers professional, service-focused support with empathy and consistency
• Communicates clearly and confidently in person, by phone, and in writing
• Maintains accuracy and attention to detail in administrative tasks
• Exercises sound judgment when handling confidential or sensitive information
• Displays strong organizational and time-management skills in a busy environment
• Contributes positively within a collaborative, team-oriented workplace
• Works independently while maintaining alignment with leadership direction
• Demonstrates resilience and adaptability while effectively managing changing priorities, competing demands, and evolving workloads
• Adapts quickly to new technology and office systems to support efficient operations
• Demonstrates strong computer literacy, including intermediate proficiency with office software
• Maintains accurate records and ensures compliance with administrative processes, documentation requirements, and established procedures

• Secondary education required
• Minimum 17 years of age
• Previous customer service, administrative, or membership services experience preferred (training provided).

• Primarily indoor office environment with occasional outdoor duties
• Operation of desktop computer, office equipment, and mobile applications
• Extended periods of sitting
• Frequent interaction with employees, management, and the public
• Evenings, weekends, and holidays required
• Occasional overtime as needed

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