Member Records Coordinator

4 weeks ago

Crossville, Tennessee, United States Fairfield Glade Community Club Full time
Job Summary

As a Member Records Coordinator at Fairfield Glade Community Club, you will play a vital role in maintaining accurate and timely records, providing exceptional service to members and guests, and supporting the Member Records Manager in daily responsibilities.

Key Responsibilities
  1. Property Transfers: Perform daily property transfers, including maintenance of property transfer logs, processing of new member setups, and reassignment of properties to new owners.
  2. Billing and Closing: Process billing information for new property transfers, monitor and process closing funds received, and issue refunds to sellers as needed.
  3. Member Deactivation: Monitor moved-out members to ensure timely de-activation of membership and deactivate membership according to Club guidelines.
  4. Preferred Member Cards: Review and close balances of Preferred Member cards for deactivated members, issue gift cards, and ensure compliance with Club guidelines.
  5. Liens and Releases: Prepare liens and lien releases related to non-payments, payments, and ACC fines.
  6. Member Photo IDs: Process member photo ID cards, activate Preferred card status, and provide orientation for new members.
  7. Technical Support: Assist members with website login and password resets, and recover lost login credentials.
  8. Member Verifications: Process member verifications, work closely with realtors, closing agents, and buyers regarding purchases in FG, and ensure compliance with applicable assessments and amenity reserve fees.
  9. Leasing Guests: Coordinate records and photo ID cards for Leasing Guests, ensure owners comply with the Club Home Lease policy, and maintain database records and amenity access for employees, firemen, board members, golf leagues, builders, and other non-owner accounts.
  10. Gate Access: Monitor and provide electronic gate access to marinas for members, vendors, and necessary staff.
  11. Contact Information: Collect and update contact and demographic information for new and existing members, and prepare monthly member analytical reports.
  12. Return Mail: Manage investigate efforts for return mail, ensure timely address updates, and assist with member mailings and digital storage of documents.
  13. Deeds and Ownership: Assist in the preparation of Warranty Deeds, Quit Claim deeds, and Affidavits of Heirship, track deeds and docs in process, and perform periodic research and updates with regards to deeds and ownership.
  14. Confidentiality: Maintain confidentiality of all member records.

Requirements

High School Diploma or GED required. Prior title search or legal experience preferred; certification helpful. Customer service and data entry experience required. Proficient in Microsoft Office Software and Internet. 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. Normal speech, hearing, and vision, lifting of 20 pounds. Ability to work on several tasks simultaneously; maintain composure when dealing with stressful situations; absolute confidentiality required.

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