Membership & Administrative Coordinator

Spring Place is a private membership club and co-working space, connecting work, leisure, and culture for its community of global influencers, creative entrepreneurs, and industry leaders.

The Membership & Administrative Coordinator plays a key role in supporting the day-to-day administration of Spring Place’s membership program while providing administrative support to club operations. The position is responsible for the administration, processing, updating, and maintenance of all club memberships, membership records, payments, files, and related data. The Coordinator oversees membership renewals, generates reports on the membership community, and manages the administrative lifecycle of new, existing, and departing memberships.

In addition to membership administration, this role supports club operations through administrative coordination, including managing conference room reservations for non-member and event-related bookings, maintaining accurate scheduling information, and collaborating with internal teams to ensure seamless experience for members, guests, and the broader Spring Place community.

Reports To: CFO/COO

FLSA Status: Exempt / Full-time

• Manage the Membership Administration inbox and respond to member inquiries in a timely, professional, and service-oriented manner.
• Maintain and update member profiles within CRM (Nexudus), ensuring data accuracy and completeness.
• Process membership cancellations, upgrades, downgrades, contract amendments, freezes, and profile updates.
• Assist prospective members through the application process in coordination with the Membership Sales team.
• Generate membership agreements and ensure all required documentation is completed and properly filed.
• Maintain digital membership records and ensure compliance with company policies and procedures.

• Coordinate membership invoicing, payment follow-up, and collections for membership-related charges.
• Respond to billing inquiries and provide copies of invoices or payment records as requested.
• Maintain and update company-wide membership reports and dashboards.
• Prepare recurring and ad hoc membership reports using Google Sheets and Microsoft Excel.
• Ensure the accuracy of membership data used for operational and financial reporting.

• Coordinate reservations for conference rooms associated with member, non-member booking and internal event needs.
• Manage room scheduling, confirm availability, and communicate booking details with internal departments.
• Ensure reservation information is accurate and updated within CRM.
• Collaborate with internal departments to support a smooth meeting and event experience.

• Answer member questions regarding club policies, membership terms and conditions, and operational procedures.
• Partner with Membership, Sales, Finance, and Operations team to ensure a seamless member experience.
• Identify opportunities to improve administrative processes and data accuracy.
• Perform other administrative duties as assigned to support club operations.

• 2+ years of experience in membership services, hospitality, customer service, administrative, or a related field.
• Exceptional organizational skills with strong attention to detail and the ability to manage multiple priorities in a fast paced environment.
• Strong written and verbal communication skills with a professional, service-oriented approach.
• Ability to provide a high level of member service while handling sensitive membership information with discretion and professionalism.
• Strong problem-solving and critical-thinking skills, with the ability to evaluate situations, identify solutions, and proactively improve administrative processes.
• Ability to work effectively under pressure, manage competing priorities, and meet deadlines in a fast paced environment.
• Proficiency in Google Workspace (Google Sheets) and Microsoft Excel (required).
• Experience maintaining databases, CRM systems, or membership management platforms; experience with Nexudus is a plus.
• Strong data entry skills with a focus on accuracy and consistency.
• Ability to communicate effectively and collaborate with cross-functional teams, including, Membership, Finance, Events, and Operations.
• Proactive, adaptable, and comfortable taking ownership of administrative processes and projects.
• Experience in a private club, coworking, hospitality, luxury service, or community-driven environment is preferred.

Please note this job description is intended to convey information essential to understanding the scope of the job and the general nature, level, and expectation of the work to be performed. It is not designed to cover a complete list of qualifications, skills, efforts, duties, responsibilities, or activities associated with this position, as they may change at any time, with or without notice.