Member Services Coordinator

The Society of Notaries Public of British Columbia; Vancouver; Hybrid; CAD 62,000 - 74,000; Full time

Benefits offered by this job

Health & dental benefits

Professional membership dues

Development opportunities

Accommodations available

Job summary

The Society of Notaries Public of British Columbia is seeking a highly organized Member Services Coordinator for a hybrid role. You will administer licensing operations, serve as the main member contact, ensure data integrity, and support regulatory reporting.

Reporting to the Executive Director & CEO, you will manage onboarding, renewals, and communications, coordinate with internal teams, and maintain SharePoint/OneDrive libraries.

Qualifications

• Bachelor’s degree in business, public administration, or related field.
• 3+ years of relevant experience in a complex office or regulatory environment.
• Strong proficiency with Microsoft 365, SharePoint, and data systems.
• Experience with confidential data handling and records management.

Responsibilities

• Act as a professional point of contact for members and respond to inquiries.
• Provide onboarding and guidance for new members navigating the portal.
• Coordinate communications across departments to resolve issues.
• Draft and distribute notices to support regulatory compliance.
• Manage membership data in the information system and process renewals.
• Monitor compliance items and generate reports on membership and compliance data.
• Liaise with accounting to process member payments and maintain records.
• Update public-facing and member portals; manage document libraries on SharePoint/OneDrive.
• Develop and maintain SOPs and user guides.

Skills

Microsoft 365 proficiency (SharePoint/

Records management

Attention to detail

Written & verbal communication

Data reporting & analytics

Education

Bachelor’s degree in business/public administration or related field

Tools

Microsoft 365

SharePoint

OneDrive

Job description

The Society of Notaries Public of British Columbia is the governing body responsible for the licensing and regulation of Notaries Public in British Columbia. Guided by the Notaries Act, the Society sets and enforces the standards of competence and conduct that protect the public interest and maintain confidence in the notarial profession.

The Opportunity

We are seeking a highly organized, proactive, and detail-oriented Member Services Coordinator to join our team. This critical hybrid role maintains organizational data integrity while delivering best-in-class customer service and support to members.

Reporting to the Executive Director & CEO, you will be responsible for administering day-to-day licensing operations, acting as the central point of contact for members, ensuring rigorous data and regulatory compliance, and driving operational efficiency through database management and reporting. The ideal candidate brings administrative precision, exceptional technology proficiency, and a strong understanding of data systems.

What You’ll Do

Member & Stakeholder Relations

• Act as an approachable and professional point of contact, engaging with and responding to inquiries from members.
• Provide onboarding and guidance for new members in navigating the portal and understanding their compliance requirements.
• Facilitate communications and coordination across internal departments to resolve issues.
• Draft and distribute critical member notices, reminders, and other communications to support regulatory compliance.

Compliance & Records Management

• Manage and maintain the membership information system (database and portal) to ensure data integrity and accurate reporting, including participating in continuous improvement initiatives and collaborating with external vendors to troubleshoot system glitches, test new features, and deploy updates.
• Manage and maintain membership records, including processing annual renewals and various application requests (e.g., change in membership type, resignation).
• Monitor, verify and follow-up on mandatory compliance items, including monthly reporting requirements and continuing education credits, ensuring comprehensive documentation of activities.
• Compile regular and ad-hoc reporting on membership and compliance data.

Administration & Operations

• Liaise with the accounting department to process and report member payment records.
• Provide administrative assistance to other staff and perform general office duties as assigned.
• Update and maintain public-facing and member-only websites.
• Build, structure, and maintain secure document libraries on Microsoft SharePoint and OneDrive.
• Create and maintain internal Standard Operating Procedures (SOPs) and external user guides to support staff training and user self-service.

What You Bring

• A bachelor’s degree in business, public administration, or a related field (or equivalent practical experience)
• 3+ years of relevant experience working in a complex office environment, preferably within a registered non-profit organization or regulatory body
• High level of proficiency in using Microsoft 365 systems, including SharePoint, and other information management and information technology systems
• Demonstrated proficiency in records management, including the ability to handle confidential data with absolute integrity
• Strong attention to detail and a proven ability to manage strict, repeating timelines independently
• Exceptional written and verbal communication skills

Why Join the Society

We offer a competitive total rewards package designed to support our employees' well-being and professional success, including comprehensive health and dental benefits, coverage of professional membership dues and development opportunities.

The salary range for this role is $62,000 – $74,000 annually, commensurate with experience.

The Society is committed to diversity and inclusion and welcomes applications from all qualified candidates.

Accommodations are available on request throughout the recruitment process.