Job Description

Job DetailsJob Location: The Club at Forest Ridge - Broken Arrow , OK 74014Salary Range: $45,000.00 Base+Commission/yearEstablished in 2000 and based in Atlanta, Georgia, Bobby Jones Links is a club management and development company serving private, resort, daily fee, and public courses. At the heart of our work is a commitment to serving people and creating exceptional experiences for members, guests, and employees. We live by our core values: Make People Happy, Do What You Say, Strive for Excellence, Be Driven, and Grow Every Day. These principles shape our culture and drive our success. As Bobby Jones said, “The secret of golf is to turn three shots into two.” That same pursuit of excellence defines everything we do.
The Club at Forest Ridge, managed by Bobby Jones Links, is a semi-private country club located in Broken Arrow, OK. The Club opened in 1989 and was designed by Oklahoma native Randy Heckenkemper. Our club is the centerpiece of the Forest Ridge community. It provides amenities typically only available at private clubs – two beautiful clubhouses, a meticulously maintained golf course, an exclusive social club, premier services, and an upscale restaurant and bar.
Forest Ridge is hiring for a Member Relations and Events Coordinator. Primary responsibilities include:
Financial and Reporting
Assists in preparing the club’s annual event sales plans and financial goals and then religiously monitors and manages them to achieve them.
Uses and updates the Bobby Jones Links PACE Report and specified CRM reporting per the BJL schedule and standards to reflect accurate revenue and forecasting results
Reach all monthly and annual event sales goals
Follows the annual expense budget for member retention activities (onboarding and programming)
Ensures member events and private parties are profitable and meet the budgeted standards for profitability
Operations
Learns thoroughly the policies and procedures in Carpe Diem.
Follows the club’s communication plan and coordinates with the Director of Marketing for all event promotions and lead-generating activities.
Responsible for club and membership communication and member event marketing, including but not limited to club emails, social media, and branded printed materials.
Meet with all Department Heads and hourly staff to make them aware of the membership programming so they can help promote attendance at upcoming events
Responsible for generating new event leads and tracking them accordingly
Responsible for maintaining all event collateral material with the support of BJL Marketing
Responsible for maintaining the Club’s Master Calendar and ensuring it maximizes revenue opportunity
Interfaces with the club ownership, General Manager, and Bobby Jones Links to report all event updates
Represents the Club in specific community events (ex: Chamber of Commerce meetings).
Attends most Club events and is willing to help and support other departments to host these Club events.
Utilize digital marketing campaign when appropriate, following the approved marketing plan
Follows up with all leads within 24 hours
Conducts open house events when needed
Conduct all private event tours and ensure the F&B Director can facilitate tours and provide basic banquet information in the absence of the DOE
Facilitates all private event contracts and ensures the profitability of each event
Review the club website for content and programming accuracy related to private events and member events
Has a firm understanding of the club’s rules and policies
Ensures all members and guests receive the highest level of service
Coordinates and builds BEOs for the F&B department for private events, including the F&B portion of golf outings, and member events
Assists the F&B Director information flow for events to the front-line staff
Follows and implements the management directives, programs, and policies sent to the club by Bobby Jones Links.
BJL EVENT SALES STANDARDS
Sales Prospecting
Minimum of 10 new outgoing connections per week
Connection is defined as live conversation
Minimum of 3-5 Appointments per week (we will define the exact number)
Develop a weekly prospect appointment strategy
50% of all appointments should result in a sale (this may vary)
One Member engagement activity per week
Example: First Tee, Golf Shop. Dining Room, member event …
One (1) external networking events per month
Respond within a 24 -hour time frame for all inquiries
Weekly Sales Meeting
Weekly touch-base meeting with VP of Revenue Management
Review the pipeline/prospect report
Review sales and BEO reports for events
Build a weekly game plan – review the game plan and results each week
Provide a weekly written sales report based on the sales meeting to the General Manager
HubSpot/CRM/Lead tracking
All prospect activity and data must be entered into the lead tracking CRM system
All recall dates must be set and current
Accurately record all lead sources
Track all prospects through the sales cycle
Quarterly Game Planning
Complete and submit two weeks before the beginning of the quarter
Reviewed with GM and VP of Revenue
Include marketing requests
Complete a CMA 1-2 times per year
Member Engagement
Engage with members on a regular basis
Work with the Membership Director to support a structured new Member Orientation event
Produce an annual calendar of member programming that supports the club’s demographics and retention efforts
Work with the Marketing Director on Member communication to promote membership events and an organic content calendar for social media platforms
Events Sales
Maintain Master Calendar coordination
Prepare Event BEOs and hold weekly BEO meetings with appropriate teams
Process event deposits and payments promptly per the contract agreement
Recall dates set in the calendar each week and follow
Execute post-event review and picture requests
QualificationsREQUIRED SKILLS
Experience of 2 – 5 Years in hospitality, event management, marketing communications, premium suite sales, or customer relations, or a degree focused in hospitality management with a minimum of internship-level experience.
Prefer experience in one or more of the following: private clubs, membership associations, events, hospitality, sales, relationship management, marketing, food and beverage operations, customer service, and/or fundraising.
Undergraduate degree. Educational concentration in hospitality management, business, sports management, communications, journalism, public relations, marketing or recreation.
Experience with creating and implementing strategies that drive revenue and Club usage.
Analytical thinker who leads strategy-based initiatives.
Prior experience in leading teams or projects to successful outcomes is preferred.
Advanced knowledge working with Microsoft Office Suite, CRM/Hubspot, Canva, Facebook, and Instagram platforms, and strong technical literacy with the ability to work in multiple systems.
High energy, outgoing personality, and strong communicator.
Creativity, attention to detail, strong organizational and time management skills.
Physical Demands & Work Environment Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to:
Walk, sit for long periods of time, stand, bend, use hands to finger, handle, or feel; and talk or hear, close vision, distance vision, peripheral vision depth perception and ability to adjust focus.
Spend time making repetitive motions such as typing
Lift up 25+ lbs. occasionally and to lift overhead and push/pull, move lighter objects.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee will frequently:
Be indoors, in an environmentally controlled location
Occasionally may be exposed to outside weather conditions
Noise Levels may be distracting or uncomfortable.