Membership Coordinator

AppleOne Employment Services; Saratoga (CA); On-site; USD 85,000 - 95,000; Full time

Job summary

AppleOne Employment Services is seeking a Membership Coordinator for a nonprofit organization in Saratoga, CA. The role combines CRM management, member services, billing, donations, and day-to-day office operations.

You will be the front-line contact for member transactions, maintain accurate records, manage dues and donations, coordinate online event registrations, and generate reports for leadership while ensuring confidentiality and data accuracy.

Qualifications

• 3–5 years in nonprofit admin, membership, CRM, or office support.
• Experience with ShulCloud or similar membership CRM/donor DB.
• Strong data entry accuracy and organizational skills.
• Familiarity with billing cycles, deposits, invoicing, and refunds.
• Ability to handle confidential member and donor information.
• Excellent communication and customer service skills.

Responsibilities

• Administer membership CRM database and data integrity.
• Process dues, pledges, payments, refunds, and donor acknowledgments.
• Manage online event registrations, pricing, and attendance.
• Handle AP/AR activities, invoices, and bank deposits.
• Generate routine financial and membership reports for leadership.
• Provide front-line admin support and CRM procedure documentation.

Skills

CRM administration

Data entry accuracy

Customer service

Billing workflows

Payments processing

Donor communications

ShulCloud experience

Tools

ShulCloud

Bill.com

Job description

Job Summary

A mission-driven nonprofit charitable organization in Saratoga, CA is seeking a Membership Coordinator for a direct hire opportunity. This hands-on administrative support role is ideal for a detail-oriented professional who enjoys combining CRM database management, member service, financial transactions, and day-to-day office operations.

The Membership Coordinator will serve as a key front-line contact for member transactions, supporting accurate records, smooth billing processes, event registrations, donations, and administrative workflows. This is a great opportunity to join a values-based, community-focused environment with collaborative leadership, meaningful work, and a strong emphasis on service, accuracy, and operational excellence.

Key Responsibilities

• Serve as the primary administrator for the membership CRM database, including member records, family units, status changes, billing cycles, payment plans, and data integrity.
• Manage member transactions, including dues billing, pledge tracking, payment posting, refunds, failed payments, donation funds, donor acknowledgments, and year-end contribution statements.
• Build and manage online event and program registration, including pricing, discounts, capacity limits, attendance tracking, cancellations, and refunds.
• Process accounts payable and accounts receivable activities, including vendor invoices, member payments, program fees, invoices, dues statements, and bank deposits.
• Generate routine membership, giving, aging, batch, and financial reports for leadership, finance, clergy, committees, and other stakeholders.
• Provide front-line office administration, respond to member inquiries, maintain organized records, coordinate with vendor support, and document CRM procedures.

Compensation and Benefits

• Compensation: $85,000 to $95,000 per year, commensurate with experience.
• Job type: Direct hire.
• Location: Saratoga, CA.
• Estimated role allocation: Approximately 65% Membership/CRM, transactions, and ShulCloud work, and approximately 35% office administration. Allocation may vary based on seasonal and organizational needs.
• Benefits information was not provided.

Required Qualifications and Skills

• Manage CRM database administration, member records, billing workflows, and data integrity.
• Process membership transactions, accounts payable, accounts receivable, deposits, invoices, and routine financial reports.
• Coordinate online event registration, donation tracking, payment adjustments, donor acknowledgments, and member communications.
• Provide front-line administrative support and respond professionally to member, donor, vendor, and internal team inquiries.
• 3 to 5 years of relevant administrative, membership, CRM, nonprofit operations, accounting support, or office administration experience.
• Experience using ShulCloud or a similar membership CRM, donor database, association management system, or nonprofit database.
• Strong data entry accuracy, organizational skills, and attention to detail.
• Familiarity with billing cycles, payment processing, deposits, invoicing, refunds, and financial recordkeeping.
• Ability to work with confidential member, donor, and financial information with discretion.
• Strong communication and customer service skills, with the ability to support members and internal stakeholders professionally.
• Comfortable learning and troubleshooting systems, documenting procedures, and coordinating with software vendor support.
• Ability to manage high-volume routine work while balancing changing priorities and seasonal deadlines.
• Experience with Bill.com or similar accounts payable workflow tools is helpful.

Preferred Qualifications

• Experience working in a nonprofit, membership-based organization, synagogue, faith-based organization, association, school, or community-focused environment.
• Familiarity with donor acknowledgments, tax-deductible gift classification, pledge tracking, and year-end contribution statements.
• Experience supporting event registration, program fees, member versus non-member pricing, and attendance tracking.
• Working knowledge of basic accounting workflows, AP, AR, aging reports, and financial documentation practices.
• Ability to train staff or volunteers on CRM procedures and support ongoing process improvement.

Equal Opportunity Employer / Disabled / Protected Veterans

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We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

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We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.