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. The role 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 customers in a professional,…