Club Services Coordinator
Boys & Girls Clubs of Delaware, Canby Park Estates, DE, United States
Position Summary
The Club Services Coordinator provides essential administrative and operational support to the Club Services Department, helping ensure the smooth day‑to‑day functioning of back‑office operations across Boys & Girls Clubs of Delaware. This role manages a range of behind‑the‑scenes responsibilities including insurance administration, policy documentation, and fleet coordination, allowing Club Services leadership to focus on strategic priorities.
The Coordinator also plays an important family‑facing role, supporting collections efforts for delinquent membership and program fee accounts. This work is carried out with a high level of customer service, approaching every interaction with families with professionalism, empathy, and a genuine commitment to finding solutions. This position requires strong organizational skills, attention to detail, and the ability to handle sensitive financial and family information with discretion and care.
Essential Functions
Coordinate organizational insurance administration, including maintaining policy records, tracking certificate of insurance requests, supporting renewals, and serving as an administrative point of contact for insurance‑related inquiries.
Maintain and organize policy and procedure documentation for the Club Services department, ensuring records are current, accessible, and properly filed.
Coordinate fleet management administrative functions, including tracking vehicle records, maintenance schedules, registration renewals, insurance documentation, and usage logs.
Serve as a liaison between the VP of Club Services and internal departments, Club staff, and external vendors on administrative and operational matters.
Support bulk and organizational ordering processes, including vendor and order management, coordinating supply requests, tracking orders, and ensuring timely fulfillment for Club and departmental needs.
Support collections efforts for delinquent membership and program fee accounts, proactively contacting families with outstanding balances in a professional, respectful, and solution‑oriented manner consistent with organizational policy.
Support families experiencing account issues by providing guidance on account status, payment options, scholarship availability, and organizational resources, prioritizing a positive family experience throughout every interaction.
Maintain accurate and up‑to‑date records of member account activity, collections communications, and payment arrangements.
Collaborate with Club Directors and front‑line staff to address membership and program fee account discrepancies and ensure consistent account management practices across sites.
Assist in tracking and reporting on membership account status, collections activity, and revenue trends to support organizational decision‑making.
Support the development and maintenance of administrative systems, templates, and tools that improve operational efficiency within the Club Services department.
Handle sensitive family, financial, and organizational information with confidentiality and professionalism at all times.
Perform other duties as assigned to support the Club Services department and broader organizational operations.
Core Competencies Needed for This Role
Strong administrative and organizational skills
Attention to detail and accuracy in record‑keeping
Customer service and family engagement
Confidentiality and discretion with sensitive information
Collections and account management
Clear and professional written and verbal communication
Problem‑solving and conflict resolution
Time management and ability to manage multiple priorities
Proficiency with office software and data systems
Collaboration and cross‑functional support
Qualifications and Educational Requirements
Associate’s degree in business administration, office management, or a related field required; bachelor’s degree preferred.
Minimum of two (2) years of experience in an administrative, operations, or customer service role.
Experience handling billing, collections, or account management, preferably in a nonprofit, healthcare, or service organization setting.
Demonstrated ability to communicate with families or customers in a professional, empathetic, and solution‑oriented manner regarding sensitive financial matters.
Experience with insurance administration, fleet coordination, or records management a plus.
Strong proficiency in Microsoft Office Suite; experience with membership management or billing software preferred.
Excellent organizational skills and attention to detail with a high degree of accuracy in data entry and record‑keeping.
Ability to handle confidential information with discretion and integrity.
Strong written and verbal communication skills.
Ability to pass all required background checks and clearances.
Environmental and Working Conditions
Work is primarily performed in an office environment with occasional visits to Club sites as needed. Employees are subject to transfer from one department to another and from one Club/School Site to another as the needs of the organization change.
Physical and Mental Requirements
Ability to sit, type, and work at a computer for extended periods.
Occasional lifting, carrying, or moving objects weighing up to 25 pounds.
Ability to manage multiple priorities and deadlines in a dynamic environment.
Ability to perform duties effectively under stressful conditions; make decisions quickly and accurately with tact and impartiality.
Ability to understand and follow verbal and written instructions and communicate effectively both verbally and in writing.
Work Hours
Monday – Friday; hours vary based on organizational needs. Some evening or weekend work may occasionally be required; flexibility is expected.
FT Employee Benefits Incentives
All of our employees are valued and receive competitive pay and a comprehensive benefits package which includes:
Medical, Vision, and Dental Insurance/Pharmacy Coverage for individual & immediate family
Flexible Spending Accounts (FSA)
401(k) with Employer Match
Paid Time Off
Free childcare for school‑aged children based upon site availability
Life Insurance Coverage
Short‑ & Long‑Term Disability
Employee Assistance Program
Note
The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor is it to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.
Equal Opportunity Employer
Boys & Girls Clubs of Delaware is an Equal Opportunity Employer. Boys & Girls Clubs of Delaware does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non‑disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.
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The Club Services Coordinator provides essential administrative and operational support to the Club Services Department, helping ensure the smooth day‑to‑day functioning of back‑office operations across Boys & Girls Clubs of Delaware. This role manages a range of behind‑the‑scenes responsibilities including insurance administration, policy documentation, and fleet coordination, allowing Club Services leadership to focus on strategic priorities.
The Coordinator also plays an important family‑facing role, supporting collections efforts for delinquent membership and program fee accounts. This work is carried out with a high level of customer service, approaching every interaction with families with professionalism, empathy, and a genuine commitment to finding solutions. This position requires strong organizational skills, attention to detail, and the ability to handle sensitive financial and family information with discretion and care.
Essential Functions
Coordinate organizational insurance administration, including maintaining policy records, tracking certificate of insurance requests, supporting renewals, and serving as an administrative point of contact for insurance‑related inquiries.
Maintain and organize policy and procedure documentation for the Club Services department, ensuring records are current, accessible, and properly filed.
Coordinate fleet management administrative functions, including tracking vehicle records, maintenance schedules, registration renewals, insurance documentation, and usage logs.
Serve as a liaison between the VP of Club Services and internal departments, Club staff, and external vendors on administrative and operational matters.
Support bulk and organizational ordering processes, including vendor and order management, coordinating supply requests, tracking orders, and ensuring timely fulfillment for Club and departmental needs.
Support collections efforts for delinquent membership and program fee accounts, proactively contacting families with outstanding balances in a professional, respectful, and solution‑oriented manner consistent with organizational policy.
Support families experiencing account issues by providing guidance on account status, payment options, scholarship availability, and organizational resources, prioritizing a positive family experience throughout every interaction.
Maintain accurate and up‑to‑date records of member account activity, collections communications, and payment arrangements.
Collaborate with Club Directors and front‑line staff to address membership and program fee account discrepancies and ensure consistent account management practices across sites.
Assist in tracking and reporting on membership account status, collections activity, and revenue trends to support organizational decision‑making.
Support the development and maintenance of administrative systems, templates, and tools that improve operational efficiency within the Club Services department.
Handle sensitive family, financial, and organizational information with confidentiality and professionalism at all times.
Perform other duties as assigned to support the Club Services department and broader organizational operations.
Core Competencies Needed for This Role
Strong administrative and organizational skills
Attention to detail and accuracy in record‑keeping
Customer service and family engagement
Confidentiality and discretion with sensitive information
Collections and account management
Clear and professional written and verbal communication
Problem‑solving and conflict resolution
Time management and ability to manage multiple priorities
Proficiency with office software and data systems
Collaboration and cross‑functional support
Qualifications and Educational Requirements
Associate’s degree in business administration, office management, or a related field required; bachelor’s degree preferred.
Minimum of two (2) years of experience in an administrative, operations, or customer service role.
Experience handling billing, collections, or account management, preferably in a nonprofit, healthcare, or service organization setting.
Demonstrated ability to communicate with families or customers in a professional, empathetic, and solution‑oriented manner regarding sensitive financial matters.
Experience with insurance administration, fleet coordination, or records management a plus.
Strong proficiency in Microsoft Office Suite; experience with membership management or billing software preferred.
Excellent organizational skills and attention to detail with a high degree of accuracy in data entry and record‑keeping.
Ability to handle confidential information with discretion and integrity.
Strong written and verbal communication skills.
Ability to pass all required background checks and clearances.
Environmental and Working Conditions
Work is primarily performed in an office environment with occasional visits to Club sites as needed. Employees are subject to transfer from one department to another and from one Club/School Site to another as the needs of the organization change.
Physical and Mental Requirements
Ability to sit, type, and work at a computer for extended periods.
Occasional lifting, carrying, or moving objects weighing up to 25 pounds.
Ability to manage multiple priorities and deadlines in a dynamic environment.
Ability to perform duties effectively under stressful conditions; make decisions quickly and accurately with tact and impartiality.
Ability to understand and follow verbal and written instructions and communicate effectively both verbally and in writing.
Work Hours
Monday – Friday; hours vary based on organizational needs. Some evening or weekend work may occasionally be required; flexibility is expected.
FT Employee Benefits Incentives
All of our employees are valued and receive competitive pay and a comprehensive benefits package which includes:
Medical, Vision, and Dental Insurance/Pharmacy Coverage for individual & immediate family
Flexible Spending Accounts (FSA)
401(k) with Employer Match
Paid Time Off
Free childcare for school‑aged children based upon site availability
Life Insurance Coverage
Short‑ & Long‑Term Disability
Employee Assistance Program
Note
The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor is it to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.
Equal Opportunity Employer
Boys & Girls Clubs of Delaware is an Equal Opportunity Employer. Boys & Girls Clubs of Delaware does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non‑disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.
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