Club Services Coordinator

Position Summary

The Club Services Coordinator provides essential administrative and operational support to the Club Services Department, helping ensure the smooth day‑to‑day functioning of back‑office operations across Boys & Girls Clubs of Delaware. This role manages a range of behind‑the‑scenes responsibilities including insurance administration, policy documentation, and fleet coordination, allowing Club Services leadership to focus on strategic priorities.

The Coordinator also plays an important family‑facing role, supporting collections efforts for delinquent membership and program fee accounts. This work is carried out with a high level of customer service, approaching every interaction with families with professionalism, empathy, and a genuine commitment to finding solutions. This position requires strong organizational skills, attention to detail, and the ability to handle sensitive financial and family information with discretion and care.

• Coordinate organizational insurance administration, including maintaining policy records, tracking certificate of insurance requests, supporting renewals, and serving as an administrative point of contact for insurance‑related inquiries.
• Maintain and organize policy and procedure documentation for the Club Services department, ensuring records are current, accessible, and properly filed.
• Coordinate fleet management administrative functions, including tracking vehicle records, maintenance schedules, registration renewals, insurance documentation, and usage logs.
• Serve as a liaison between the VP of Club Services and internal departments, Club staff, and external vendors on administrative and operational matters.
• Support bulk and organizational ordering processes, including vendor and order management, coordinating supply requests, tracking orders, and ensuring timely fulfillment for Club and departmental needs.
• Support collections efforts for delinquent membership and program fee accounts, proactively contacting families with outstanding balances in a professional, respectful, and solution‑oriented manner consistent with organizational policy.
• Support families experiencing account issues by providing guidance on account status, payment options, scholarship availability, and organizational resources, prioritizing a positive family experience throughout every interaction.
• Maintain accurate and up‑to‑date records of member account activity, collections communications, and payment arrangements.
• Collaborate with Club Directors and front‑line staff to address membership and program fee account discrepancies and ensure consistent account management practices across sites.
• Assist in tracking and reporting on membership account status, collections activity, and revenue trends to support organizational decision‑making.
• Support the development and maintenance of administrative systems, templates, and tools that improve operational efficiency within the Club Services department.
• Handle sensitive family, financial, and organizational information with confidentiality and professionalism at all times.
• Perform other duties as assigned to support the Club Services department and broader organizational operations.

• Strong administrative and organizational skills
• Attention to detail and accuracy in record‑keeping
• Customer service and family engagement
• Confidentiality and discretion with sensitive information
• Collections and account management
• Clear and professional written and verbal communication
• Problem‑solving and conflict resolution
• Time management and ability to manage multiple priorities
• Proficiency with office software and data systems
• Collaboration and cross‑functional support

• Associate’s degree in business administration, office management, or a related field required; bachelor’s degree preferred.
• Minimum of two (2) years of experience in an administrative, operations, or customer service role.
• Experience handling billing, collections, or account management, preferably in a nonprofit, healthcare, or service organization setting.
• Demonstrated ability to communicate with families or…