The 'Quin House is a multi-award-winning modern private social club in Back Bay that brings together a diverse mix of interesting and interested members of all ages, industries, and backgrounds to forge meaningful connections, expand lives and create a community of impact.
A vibrant, reimagined hospitality venture intended to enrich the lives of those who join, the club is based on the core principles of providing a place in the city that embraces diversity & inclusivity, stimulating experiences in programming, amazing food and beverage, beautiful design, top-notch hospitality and philanthropy.
CORE COMPETENCIES
Organization: Strong organizational skills with the ability to manage multiple tasks and priorities efficiently.
Communication: Excellent verbal and written communication skills, with attention to detail.
Problem-Solving: Ability to anticipate needs, troubleshoot issues, and find solutions.
Teamwork: Collaborative mindset with a willingness to assist team members and contribute to collective goals.
Dependability: Reliable, with a strong work ethic and a proactive approach to responsibilities.
WHO ARE WE LOOKING FOR?
The Membership Coordinator is responsible for administering the entire membership lifecycle, from recruitment and onboarding to engagement and retention. This role involves administrative duties, communication with members, and maintaining accurate membership records. The Coordinator will provide essential support to the Membership Department by handling administrative tasks, generating reports, and assisting with presentations. This role is crucial for ensuring the smooth operation of the department and enabling team members to focus on strategic initiatives.
PRIMARY RESPONSIBILITIES
• Administrative Support:
o Provide administrative support to the Membership Department, including scheduling meetings,managing communications, and maintaining records.
o Maintain a well-organized digital and physical filing system for membership-related documents.
o Handle office coverage, phone coverage, and monitor the "Hello & Membership" inbox.
o Manage and track all Purchase Orders (PO) through Birchstreet.
o Oversee the collection of credit card payments and manage finance liaison duties for due assignments.
o Conduct daily administrative tasks, including social media sweeps and sending daily birthday cards.
• Systems & Data Management:
o Maintain membership databases (Northstar, Peoplevine) and ensure data integrity.
o Conduct system updates, data entry, and duplicate nomination checks.
o Monitor utilization trends, perform analysis, and generate reports.
o Oversee the Vinyl Program (order and tracking), and handle Greenvelope invitations.
o Administer Peoplevine and Northstar systems for accurate reporting and management.
• Membership Processes:
o Process new memberships, renewals, and cancellations.
o Manage the membership onboarding process, including calls, emails, packet preparation, and reception invites.
o Coordinate the interview process using Calendly and Peoplevine and manage invite-to-interview communications.
o Conduct demographic research and nominee profile updates.
o Assist with the Reciprocal Club Program and the Author Program.
o Administer the QMT Calendar updates and invites.
• Event Coordination & Reporting:
o Assist in coordinating membership events, such as welcome receptions, member mixers, and VIP requests.
o Attend and work at membership events, including greeting guests and members.
o Prepare reports on welcome reception demos, member mixer demos, and track attendance.
o Create and manage HappoMeter reports and participate in HappoMeter management.
o Generate and analyze reports using Excel, ensuring accuracy and timely delivery.
• Member Engagement & Communication:
o Respond to member inquiries promptly and professionally.
o Engage with members and prospective members, guiding them through the application and interview process.
o Act as the main contact for Ambassadors, handling scheduling, payments, and missing evaluation forms.
o Ensure effective communication channels with members, including mailings through Mailchimp and updates via Happometer.
o Manage the Member Cards program and assist with special requests and amenities as per the Account Management Program.
• Compliance & Confidentiality:
o Ensure that all membership-related processes adhere to club guidelines and standards.
o Protect the security and confidentiality of membership data and sensitive information.
o Document and update membership policies and procedures as needed.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear, and climb multiple flights of stairs. The employee is frequently required to stand; walk; sit; use hands and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must frequently lift and/or move up to 40 pounds.
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