Member Records Coordinator

2 weeks ago

Crossville, United States Fairfield Glade Community Club Full time
Job DescriptionJob Description

JOB SUMMARY/PURPOSE: Responsible for supporting the Member Records Manager with daily responsibilities of the Member Records Department in order to maintain accurate and timely records as well as provide excellent service to all Members and Guests of Fairfield Glade Community Club as well as peers and internal staff members.

Coordinate the creation and maintenance of records between membership and ownership. Perform function of administrative title agent with primary job functions including the research and review of legal documents including deeds, agreements, contracts, and liens. Process daily property transfers to ensure accurate, up-to-date Club database records.


PRINCIPAL RESPONSIBILITIES:

  1. Perform daily property transfers to include maintenance of property transfer log, processing of New Member setup, and reassignment of the property to the new property owner.
  2. Process billing information on new property transfers to also involve monitoring and processing of closing funds received, and refunds to sellers as needed.
  3. Monitor “Moved-Out” Members to ensure timely de-activation of membership.
  1. Review and close balances of Preferred Member cards for deactivated members following Club guidelines to include issuance of gift cards.
  2. Prepare liens and lien releases related to non-payments, payments and ACC fines.
  1. Process member photo ID cards for members and activate Preferred card status. Provide orientation for new members to the community.
  2. Assist members with website login and password resets and recovery.
  3. Process Member Verifications and work closely with realtors, closing agents, and buyers regarding purchases in FG and applicable assessments and amenity reserve fees.
  4. Coordinate records and photo ID cards for Leasing Guests and ensure owners are in compliance with the Club Home Lease policy.
  5. Create and maintain database records and amenity access for employees, firemen, board members, golf leagues, builders and all other non-owner accounts.
  6. Monitor and provide electronic gate access to marinas for members, vendors, and necessary staff.
  1. Collect and update contact and demographic information for new and existing members. Prepare monthly member analytical reports.
  1. Manage investigate efforts for return mail and ensure timely address updates.
  2. Assist with member mailings and digital storage of documents.
  1. Assist in the preparation of Warranty Deeds, Quit Claim deeds, and Affidavits of Heirship while tracking deeds and docs in process.
  1. Perform periodic research and updates with regards to deeds and ownership.
  2. Other responsibilities as needed and directed by the Member Records Manager.
  1. Maintain confidentiality of all member records.


MINIMUM EDUCATION: High School Diploma or GED

EXPERIENCE: Prior title search or legal experience preferred; certification helpful. Customer service and data entry experience required.

COMPUTER SKILLS:

Proficient in Microsoft Office Software and Internet


COMMUNICATION REQUIREMENTS:

Active listening skills and ability to articulate information both verbally and in writing. Must exhibit excellent customer/member relation skills, take initiative to assist members at all times, whether on the phone, in person, or in written communications.

PHYSICAL REQUIREMENTS:

Normal speech, hearing, and vision, lifting of 20 pounds.

OTHER REQUIREMENTS:

Ability to work on several tasks simultaneously; maintain composure when dealing with stressful situations; absolute confidentiality required.




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