Membership Administrator

Membership Administrator Schedule: Full time; flexible hours as business needs require, which may include nights, weekends and holidays. Job Purpose The Membership Administrator owns the club's full membership revenue cycle: member account administration, dues billing, revenue accounting, accounts receivable and collections. The role keeps member and billing data accurate across systems, audits every membership and Member Services transaction, and serves as the club's Club Automation (CA) master user, supporting current staff and training new staff. Responsibilities Accounts Receivable and Collections Monitor, report on and manage accounts receivable to ensure timely collection, including a weekly AR report to the Corporate Office. Manage follow-up communications and outreach to members with delinquent membership dues. Update club departments daily on unpaid charges by account. Record payments to member accounts accurately and document any discrepancies or irregularities. Manage cash receipts, write-offs and returned payments; process non-payment cancellations at month end. Generate and distribute first- and second-round billing statements on the first and second Thursday of each month. Resolve member chargebacks and disputes through the Commerce Control Center. Send credit-card expiry notices twice monthly and before each EFT billing run. Membership Dues Billing and Revenue Accounting Support accurate processing and billing of all membership dues, including EFT, annual prepaid renewals and recurring billing. Import and post the daily accounting batch to Sage by the 11:00 AM posting window. Reconcile deferred revenue and package revenue recognition each month. Prepare month-end and beginning-of-month billing: Master Billing Report, annual renewal discounts (senior, loyalty, etc.) by the 25th, and prepaid renewal statement mailings. Support billing requests for member and non-member accounts. Membership and Member Services Transaction Audits Produce scheduled membership reports: Membership Count, Return from Freeze, Members Aging Out, Cancellations and Renewals, plus the month-end count for the membership trend report. Conduct regular membership audits to keep the member database complete and accurate. Audit every Member Services transaction new sales, upgrades, downgrades, cancellations, freezes and holds against the Member Service Log, and follow up on exceptions before week end. Run the standing audit calendar: recurring billing (holds, off-hold, membership, lockers), Thrive/Flex billing, court fees, charges with packages, session audits (zero attendance or $0 revenue), employee sessions, lockers and package cleanup. Club Automation Master User and Member Services Support Act as the club's Club Automation master user and day-to-day system administrator, keeping member and billing data accurate across systems. Support current staff and train new staff on Club Automation and member transactions. Execute and support Member Services transactions according to the club's SOPs, and help maintain those SOPs. Manage system settings: lesson pricing, resource booking rules, seasons, court fees and event creation. Coordinate with Club Automation and other software vendors to troubleshoot system issues. Payroll Support and Revenue Based Programming Audit Enter, review and submit payroll and billing data feeds sourced from Club Automation, in line with company policy. Audit revenue-based programming (lessons, classes, packages) so instructor pay matches sessions delivered and revenue collected. Communication Partner with the management team to resolve account and billing discrepancies. Collaborate with Member Services Team on member account communications and the prospecting workflow. Serve as liaison between management, the Corporate Office, Club Automation, and club system vendors. Identify and propose process improvements, such as automating receivables communication to members (e.g. via HubSpot). Professional and Technical Knowledge Associate degree or equivalent experience in accounts receivable, revenue accounting or membership operations. General knowledge of club or membership management systems; Club Automation experience preferred but not required. Familiarity with accounting software (Sage preferred), payment processing and chargeback handling preferred but not required. Strong attention to detail and comfort reconciling data across multiple systems. Ability to train others and explain processes clearly. Attend scheduled Corporate Office meetings and web training sessions as needed. Complete all required compliance training on time (ERP, Bloodborne Pathogens, Harassment, Cyber Security). Systems used: Club Automation, Sage, Commerce Control Center, Member Service Logs, club Office Log, club email and HubSpot. Contribution to Team Effort Support the Accounting, Member Services and management teams. Know all club programs, schedules and policies. Maintain strict confidentiality of member, vendor, employee payroll and financial information. Job Requirements Sit for extended periods; lift up to 10 lbs. Communicate clearly in English, verbally and in writing. Follow job-related directions, think independently and suggest practical solutions. Work a flexible schedule as business needs require, including some nights, weekends and holidays. Understand and follow all company safety policies. Reporting Structure Direct line to General Manager. Indirect line to Director of Revenue, Corporate Office. Works closely with Member Services Accounting, Corporate Office and club department heads.