Admin & Membership Coordinator

Warren Averett Executive Search & Recruiting; Birmingham (AL); On-site; USD 39,985 - 54,016; Full time

Job summary

A leading consulting firm in Birmingham, AL is seeking a Member Services & Administrative Coordinator. This role involves administrative support, managing membership records, and serving as the primary point of contact for visitors and members. Candidates should have experience in office administration and excellent communication skills. The position offers a competitive salary ranging from $39,985 to $54,016.

Qualifications

• Experience in office administration.
• Experience working in a non-profit environment is a plus.
• Familiarity with computer-based applications is required.

Responsibilities

• Support volunteer leadership and serve as the first point of contact for visitors.
• Maintain membership database and assist with updates.
• Provide administrative support to the President and other staff.
• Update and maintain membership records.
• Serve as primary liaison for member interface platform.

Skills

Excellent oral and written communication skills

Detail oriented

Excellent organizational skills

Ability to work well with different types of personalities

Multi-task oriented

Tools

Google Drive

Microsoft Office Product Suite

Member database/management systems

Job description

Executive Recruiter at Warren Averett CPA's & Advisors

Summary

The Member Services & Administrative Coordinator supports the volunteer leadership and serves as the initial point of contact for all visitors to the company’s building and all telephone calls received through the main number. The Member Services & Administrative Coordinator will maintain the membership database and related website information and will also assist in updating procedures to help streamline the membership function. This role will develop expertise in company’s member interface platform and manage the administration portion of that software. Strong interpersonal skills are needed to work effectively with members daily. Strong organizational skills are needed to manage multiple timelines and complete tasks quickly. It is imperative that this position create a welcoming and helpful environment for not only our guests, but also our members. This position will direct phone calls and those entering the building to the appropriate person or otherwise troubleshoot and/or help the person. The Member Services & Administrative Coordinator will provide administrative support to the volunteer leadership and oversee managing all headquarters and office supplies.

Administrative Support

• Create a friendly and welcoming atmosphere for all who enter the company’s building and direct individuals to appropriate staff members as needed and to locations in the building
• Serve as initial point of contact for all visitors to the company’s building, including members, vendors and guests, directing all inquiries and visitors to the appropriate party or otherwise assisting individuals with requests as much as possible
• Act as the first line of assistance – troubleshooting problems and questions from walk-in guests, members, and incoming phone calls
• Maintain general knowledge to answer and direct calls appropriately, answering basic questions about operations, membership information, etc.
• Receive and distribute daily mail; record, and deliver checks to Finance Manager and Donor Relations Manager as appropriate
• Assist Finance Manager with batch entries (processing payments)
• Receives internal and external room reservation request, maintaining accurate Master Calendar
• Monitor and manage inventory of office supplies
• Support Fundraisers as needed
• Providing administrative, clerical support to the President, President-Elect, Active Members, Sustainers and Staff members as needed
• Assure pickup/delivery of lunches/refreshments for meetings/events as requested
• Handle all mass mailings, including but not limited to dues notices and other letters to membership as needed
• Participate in Staff Meetings and other meetings directed by the President and/or President-Elect
• Submit monthly report to Executive Board outlining accomplishments and progress
• Other duties as assigned
• Assist with ensuring the cleanliness and orderliness of the building, opening and closing the building daily, supporting Gift Shop sales, answering the phone, etc. in collaboration with other staff and volunteers as needed.

Membership Support

• Update and maintain membership records by working closely with the Membership Vice President and Member Liaison
• Responsible for maintaining member database records, including processing current and accurate records for members’ credits, fulfillment of membership obligations and quotas as needed.
• Process Maternity Credit and General Leave status to member profiles in the database
• Process Credit Opportunities to member profiles in the database as needed.
• Once approved by Executive Board, input resignations, restricted status, and reinstatements; make sure each member is unassigned from their Member Advisor, Registration Events and Placement for the year, assigning members to a new Member Advisor if necessary.
• Process all transfer and reinstatement paperwork, communicating with other branches to ensure incoming and outgoing members have been transferred properly and handle any other issues
• Provide support to the Admissions team as appropriate
• Work directly with the Placement Team to ensure member interface platform is properly set up for Placement Sign Ups, host/attend Member Trainings with the Placement Team, assist members in signing up for their annual Placement and ensure they select the best Placement for them.
• Attends one monthly Membership Council meeting (typically held on a set weekday evening).
• Work closely with the Sustainer Relations team to coordinate communications to the Sustainers regarding dues and other pertinent information.
• Provide a reminder of critical annual upcoming deadlines to Membership VP. Proofread materials as needed – check all member names for correct spelling and titles.
• Assimilate data and membership records needed to support mass membership mailings.
• Manage member directory creation, printing and distribution.
• Assist with creation of Annual Report.
• Manage the member interface platform.
• Serve as primary liaison with member interface platform for upgrades.
• Oversee technical aspects of the member interface platform, including event creation, member sign-ups, creation of forms, surveys, sending emails and text messages, and utilizing external tools as needed.
• Provide support to members as needed.
• Other duties as assigned.

Experience

• Experience in office administration.
• Experience working in an office and/or non-profit environment is considered a plus.
• Experience working directly with customers/members/donors/constituents.
• Familiarity with computer-based applications including, but not limited to, Word, Excel, member database/management systems.

Knowledge, Skills and Abilities

• Excellent oral and written communication skills
• Experience in Google Drive and Microsoft Office Product Suite
• Detail oriented, responsible, team worker
• Multi-task oriented, with calm approach under stress
• Ability to work well with different types of personalities with excellent customer service
• Excellent organizational skills
• Ability to utilize a multi-line phone system

Warren Averett is an equal opportunity employer. We hire, promote and make all other employment decisions without regard to race, color, religion, gender, sexual orientation, national origin, citizenship, genetic information, military service, disability, age, or any other unlawful basis.

Birmingham, AL $39,985.00-$54,016.00 8 months ago