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Member Services Coordinator

The Buffalo Club Buffalo, NY
  • Expired: over a month ago. Applications are no longer accepted.
Job Description

Position: Member Services Coordinator

Department: Clubhouse

Reports To: Operations Director with guidance from Food and Beverage Director

Job Description: To consistently achieve a high degree of member care and service throughout the Club and to provide an exceptional and memorable guest experience. The Member Services Coordinator is responsible for ensuring a positive and professional first impression by greeting all guests to the Club, hanging coats, answering and directing phone calls and processing reservations in accordance with The Buffalo Club standards.

General Requirements:

  • Complies with The Buffalo Club's Vision & Values
  • Report to work at the scheduled time, neatly groomed and dressed in accordance with The Buffalo Club's appearance standards.
  • Exceptional attention to detail.
  • Anticipate guest and contact needs, ascertain satisfaction, and respond urgently and appropriately to concerns and requests.
  • Exceptional communication abilities when interacting/ directing associates, guests, clients and internal departments to build relationships.
  • Able to consistently perform tasks with little direct supervision.
  • Works harmoniously and professionally with co-workers.

Essential Functions:

  • Proactively greets and provides friendly and professional service in a timely manner.
  • Enforces dress code policy and provides jackets or ties when necessary.
  • Provides information about the Club including directions to the various rooms.
  • Answers phone, transfer calls to proper extension.
  • Accepts, records and confirms reservations for dining, hotel, member events and prepares floor plans and signage for member events with support of F&B Director and Manager.
  • Arranges for special guest services/requests.
  • Provides information regarding availability and rates for members and guests.
  • Maintains supply of club information for members.
  • Provides concierge-type services to guests.
  • Manages mail- sorts and distributes in-coming and posts outgoing including overnight mail services.
  • Performs general office administration such as data entry, filing and copies/faxing.
  • Maintains postage machine, copier and fax machine; supplies and operation.
  • Maintains and orders office supplies.
  • Maintains member and guest records including member mailing and telephone lists.
  • Maintains current database of reciprocal clubs and arranges for reciprocal visits and letters of introduction.
  • Monitors security cameras and fire panel in case of emergency.
  • Hangs coats, stores hats, umbrellas, luggage, packages, bags etc and provides claim check.
  • Maintains appearance of lobby/reception and coat room areas including floors.
  • Posts daily events on lobby activity (function) boards.
  • In addition, other duties may be required as directed by your management.

Hotel Responsibilities

  • Manage all aspects of the Hotel reservations including but not limited to; contact information, name, member number, phone number, payment information.
  • Sends and/or coordinates Hotel confirmations 2 days before guest arrival.
  • Receives letters of introduction from reciprocal club members as needed. Files and stores appropriately for future use.
  • Checks reservations daily to make ensure the proper rate is being charged.
  • Post hotel schedule of next week, update as needed. (front door, pastry, laundry room, spa)
  • Manages all aspects of check outs and payment including member check outs, credit card and gift certificate payments.
  • Inspect facilities regularly and enforce strict compliance with health and safety standards. Coordinate with the Director of Operations and Housekeeping Supervisor to resolve cleanliness issues.
  • Meets and greet VIPs when possible.
  • Communicate with customers when appropriate (welcome them in the facilities, address their complaints, find solutions to problems, offer information etc.) Guest experience and relationships are a focal point to ensure a premium experience.
  • Ensure turn down is communicated and followed through.
  • Maintains contact with hotel guests as needed.
  • Coordinate with the Maintenance department to resolve maintenance issues.
  • Work with the Director of Operations to determine the revenue and expenses in developing the Hotel's yearly budget


  • Must be able to stand and walk throughout a minimum of an 8 hour shift.
  • Must be able to bend, kneel, push and pull over the course of a shift.
  • Must be able to repeatedly lift overhead to hang coats.
  • All employees must maintain a neat, clean and well-groomed appearance per The Buffalo Club's appearance standards.
  • Must be 18 years of age.
  • Must have Microsoft office proficiency and above average typing skills.
  • Must have excellent oral and written communication skills.
  • Must be able to lift 15lbs overhead regularly
  • Must be able to periodically lift and carry up to 25lbs over the course of a shift.
  • Must be able to work a flexible shift to assist and be visible during large member events that includes early mornings, nights, weekends, holidays, split shifts, and extended shifts.


  • Associates Degree or higher preferred.
  • 1-2 years of relevant experience or equivalent education required.

Licenses & Certificates:

  • Ability to obtain and/or maintain CPR and AED certification.

The Buffalo Club


Buffalo, NY
14202 USA