Member Services Coordinator

Position Title: Member Services Coordinator

Department: Operations / Membership
Reports To: Director of Operations
Status: Full-Time
Hours: 9am-6pm (Monday-Friday)
Compensation: $21-$23 Hourly FT Non-Exempt + Benefits

Position Summary

The Member Services Coordinator leads the daily operations of the front desk and membership services, serving as the primary point of contact for members, guests, and internal staff. This role is responsible for delivering a high-quality member experience through efficient registration, communication, scheduling, and issue resolution while ensuring accurate records, timely reporting, and consistent follow-up on member accounts. The Member Services Coordinator plays a critical role in coordinating across departments, maintaining facility standards and visuals, supporting operational compliance, and keeping office systems organized and running smoothly. This position requires strong leadership at the desk, attention to detail, and the ability to manage multiple priorities in a fast-paced, member-focused environment.

Key Responsibilities

Front Desk, Phones & Scheduling

Answer and direct incoming phone calls in a professional and timely manner

Manage voicemail, messages, and follow-ups

Schedule appointments, meetings, and facility use as needed

Greet members, guests, and vendors and assist with questions or requests

Serve as the primary point of contact for day-to-day inquiries at the front desk

Member Services

Handle all new member registrations and onboarding

Maintain accurate member records and documentation

Connect new members with tier appropriate staff, i.e.  personal trainers, class instructors

Assist with member concerns, questions, and basic issue resolution

Track, follow up on, and collect past-due member fees

Administrative & Reporting

Pull monthly, quarterly, and ad-hoc reports as requested

Support billing, data entry, and basic accounting-related tasks

Prepare and distribute internal communications and mailings

Maintain organized filing systems (digital and physical)

Facilities, Visuals & Compliance

Maintain building visuals, signage, postings, and presentation standards

Update and track custodial and maintenance logs

Communicate facility issues, work orders, and follow-ups with staff and vendors

Support safety, cleanliness, and operational standards throughout the building

Office Operations & Supplies

Order and manage membership supplies, equipment, and inventory

Coordinate phone system setup and basic troubleshooting

Ensure front desk and office areas remain organized and functional

Cross-Department Coordination

Work closely with all departments to ensure accurate information flow

Direct members and guests to the appropriate staff or department

Support special events, programs, and organizational initiatives

Manage a cross-department membership software platform

General Duties

Maintain confidentiality and professionalism at all times

Identify opportunities to improve office systems and workflows

Perform other duties as assigned to support organizational goals

Qualifications

High school diploma required; associate’s or bachelor’s degree preferred

Previous experience in office management, administrative support, or customer service

Strong organizational, time-management, and multitasking skills

Excellent interpersonal, verbal, and written communication skills

Proficiency with office software, scheduling systems, and databases

Ability to work independently while supporting a team-based environment

Key Traits for Success

Highly organized and dependable

Member-focused and service-oriented

Proactive, adaptable, and solutions-driven

Comfortable managing multiple priorities in a fast-paced setting