Member Relations Coordinator

Club Location:

Arcis Golf team members thrive on anticipating needs, forging connections, and elevating experiences for our team, members, and guests. We are an inclusive team of unique individuals who show up each day with a grateful spirit, humble heart, and a genuine respect for one another.

Member Relations Coordinator

Gentle Creek Country Club | Prosper, Texas

Position Summary

The Member Relations Coordinator serves as a key ambassador for Gentle Creek Country Club and is responsible for creating exceptional experiences and meaningful connections with our members and guests.

This position is highly visible and member-facing, with a primary focus on member engagement, communication, onboarding, retention, club programming, and overall member satisfaction. The Member Relations Coordinator works closely with the General Manager, Membership Sales, Golf, Food & Beverage, and other department leaders to ensure a consistent, welcoming, and high-quality member experience throughout the Club.

The ideal candidate is personable, proactive, highly organized, detail-oriented, and genuinely passionate about hospitality and building relationships. This position requires someone who enjoys being visible and engaged with members rather than remaining primarily behind a desk.

Essential Duties and Responsibilities

Member Engagement & Relationships

• Serve as a primary point of contact and resource for Gentle Creek members and guests.
• Maintain a visible presence throughout the Club and proactively engage with members.
• Build genuine relationships with members by learning their preferences, interests, and needs.
• Greet, welcome, and assist members and guests with a warm, professional, and service-oriented approach.
• Respond promptly and professionally to member questions, requests, and concerns.
• Proactively follow up with members to ensure concerns and requests are resolved.
• Identify opportunities to increase member engagement, participation, and overall satisfaction.
• Work with department leaders to identify and address recurring member feedback.

New Member Onboarding

• Coordinate and execute the Club's new member onboarding process.
• Ensure new members receive a warm and personalized welcome to Gentle Creek.
• Coordinate new member communications, orientations, introductions, and Club resources.
• Work with appropriate departments to ensure new members understand Club amenities, services, programming, golf operations, dining, fitness, and other member benefits.
• Follow up with new members after onboarding to ensure they are becoming comfortable and engaged with the Club.
• Maintain accurate onboarding records and ensure all required steps are completed.

Member Programming & Engagement

• Assist in developing and executing programming designed to increase member participation and engagement.
• Work with department heads to develop and maintain a unified Club lifestyle calendar.
• Help create programs and events that encourage members to utilize the Club's golf, dining, social, fitness, and other amenities.
• Monitor participation and member response to programming and make recommendations for improvement.
• Identify opportunities to create approachable, consistent, and engaging member experiences.
• Attend member events and functions to ensure successful execution and actively interact with members.

Member Communications

• Help develop and execute a consistent member communication strategy.
• Prepare and distribute member communications, including weekly emails, event announcements, calendars, newsletters, and other Club updates.
• Assist with website updates, social media content, event displays, flyers, posters, signage, and other member-facing communications.
• Ensure member communications are timely, accurate, professional, and consistent with Gentle Creek and Arcis Golf brand standards.
• Help communicate Club initiatives, upcoming events, programs, and important information in a way that encourages member participation.

Event Coordination

• Work closely with Food & Beverage, Golf, Events, and other departments to coordinate member events and Club traditions.
• Assist with event planning, function sheets, event files, floor plans, menus, entertainment, décor, and other event details as needed.
• Attend events and functions to ensure proper execution and provide a strong member-facing presence.
• Assist with post-event follow-up and evaluate member feedback and participation.

Membership Support & Retention

• Support the Membership Sales team in creating a positive experience for prospective and current members.
• Assist with membership inquiries and direct prospective members to the appropriate team member.
• Support retention initiatives designed to strengthen member relationships and reduce attrition.
• Identify members who may be disengaged and communicate opportunities for re-engagement to Club leadership.
• Assist with gathering and communicating member feedback and trends.
• Support membership-related administrative responsibilities as assigned.

Administrative Responsibilities

• Maintain accurate member information and records within Club systems.
• Assist with membership documentation, communications, reports, and other administrative tasks.
• Maintain organized files and calendars related to member communications, events, and onboarding.
• Protect the confidentiality of member information and Club business.
• Assist the General Manager and Club leadership with special projects and initiatives as needed.

Member Experience Expectations

The Member Relations Coordinator is expected to consistently demonstrate the following:

• Be visible: Spend meaningful time throughout the Club interacting with members rather than remaining behind a desk.
• Be proactive: Look for opportunities to engage members and anticipate their needs rather than waiting for requests.
• Build relationships: Know our members and make them feel recognized, valued, and welcomed.
• Follow through: Own requests and concerns through resolution and communicate updates when appropriate.
• Create energy: Help generate excitement and participation around Club programs and events.
• Be approachable: Maintain a positive, professional, and welcoming demeanor with members, guests, and fellow team members.
• Represent Gentle Creek: Consistently uphold the Club's service standards, brand, mission, and values.

Qualifications

• High school diploma or equivalent required; college coursework or degree preferred.
• 1–3 years of experience in private club, hospitality, customer service, member relations, event coordination, or a related field preferred.
• Private club or golf industry experience is a plus.
• Exceptional interpersonal and communication skills.
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities, projects, and deadlines.
• Strong customer service and relationship-building skills.
• Proficiency with Microsoft Office and the ability to learn membership and club management systems.
• Experience with social media, email marketing, or digital communication platforms is preferred.
• Professional appearance and demeanor appropriate for a private country club environment.
• Must be comfortable interacting with members, guests, and team members throughout the Club.
• Ability to work independently while also collaborating effectively with multiple departments.

Schedule & Working Conditions

This is a full-time, member-facing position. The schedule will vary based on Club programming, member events, and operational needs. Evening, weekend, and holiday work will be required periodically.

The Member Relations Coordinator must be able to work in a fast-paced hospitality environment and maintain a positive and professional demeanor while managing multiple priorities.

About Gentle Creek Country Club

Gentle Creek Country Club is a private country club in Prosper, Texas, offering members an exceptional golf, dining, social, and recreational experience. As an Arcis Golf property, Gentle Creek is committed to creating extraordinary experiences, building meaningful relationships, and delivering exceptional hospitality to our members and guests.

We are looking for a team member who shares that commitment and is excited to help make Gentle Creek a place where members feel known, welcomed, and connected.

Arcis Golf provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Arcis participates in E-Verify, the government program that certifies an employee's right to work for us in the U.S.