Membership & Events Coordinator

CareerSource Palm Beach County; West Palm Beach (FL); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Health Insurance

Vacation

Sick leave

Vesting in SEP

Job summary

CareerSource Palm Beach County, Inc. is seeking a full-time Membership & Events Coordinator to support day-to-day membership, database, and event registration tasks. The role serves as a key contact for members, working closely with the CEO and staff to deliver professional service.

The ideal candidate is organized, detail-oriented, personable, and tech-savvy, with a strong ability to manage multiple priorities. GrowthZone AMS experience is preferred but learning ability is essential.

Qualifications

• Experience in association management, membership services, or events administration is preferred.
• GrowthZone AMS experience is highly desirable; willingness to learn the system is essential.
• Proficiency with Microsoft Office (Outlook, Word, Excel).
• Comfortable learning online registration, database, email and other tech platforms.

Responsibilities

• Maintain accurate member and company information in GrowthZone AMS.
• Process membership applications and assist with onboarding.
• Set up events and registrations in GrowthZone; monitor registrations and attendee data.
• Prepare attendee lists, name badges, and registration materials.
• Provide responsive member service by phone and email; assist with inquiries.

Skills

Organizational skills

Detail oriented

Customer service

Communication

Multitasking

Professional demeanor

Tools

GrowthZone AMS

GrowthZone

Microsoft Office (Outlook, Word, Excel)

Job description

The Membership & Events Coordinator is a full-time position responsible for supporting the day-to-day membership, database, event registration, and administrative functions of the association. This position serves as an important point of contact for members and works closely with the CEO and other staff to provide responsive, professional member service.

The ideal candidate is organized, detail-oriented, personable, technology-comfortable, and able to manage multiple priorities. Experience with GrowthZone Association Management Software (AMS) is preferred but not required; a strong willingness and ability to quickly learn GrowthZone and other technology platforms is essential.

Primary Responsibilities

Membership & GrowthZone Database

• The Membership & Events Coordinator maintains accurate and current member and company information within GrowthZone AMS.
• Add new members, contacts, and company records and update existing membership information.
• Process membership applications and assist with new-member onboarding.
• Maintain membership categories, contact information, committee participation, and other member data.
• Assist with membership renewals, dues invoicing, and tracking outstanding membership information.
• Generate membership lists, reports, labels, directories, and other information from GrowthZone as needed.
• Maintain accurate records of member communications, activities, and interactions.
• Assist with identifying prospective members and maintaining prospect information.
• Help ensure the integrity and accuracy of the association's membership database.

Event Registration & Administration

• The Membership & Events Coordinator set up events and registration options in GrowthZone.
• Process and monitor event registrations, sponsorships, and attendee information.
• Respond to member questions regarding event registration, invoices, payments, and event details.
• Prepare attendee lists, name badges, registration materials, signage, and other event-related materials.
• Track registrations and provide regular registration updates to staff.
• Assist with invoicing and payment follow-up related to events and sponsorships.
• Maintain accurate post-event attendance and participation records within GrowthZone.

Event Support

• The Membership & Events Coordinator assists with planning and coordination of association meetings, programs, networking events, educational programs, awards programs, and other member activities.
• Communicate with venues, vendors, sponsors, speakers, and attendees as directed.
• Assist with event setup, registration/check-in, member assistance, and event breakdown.
• Help coordinate event supplies, materials, signage, awards, giveaways, and other logistical needs.
• Attend association events as required, including occasional early-morning or evening events.

Membership Services

• The Membership & Events Coordinator provides professional and responsive service to members by phone and email.
• Assist members with questions regarding membership, events, benefits, programs, and association services.
• Help welcome and engage new members and ensure they are familiar with available member benefits and opportunities.
• Assist with member communications, announcements, surveys, and other outreach.
• Support membership retention and recruitment efforts.
• Assist with committee meetings and member programs as assigned.
• Develop positive working relationships with members and serve as a helpful resource for the membership.

General Administrative Support

• The Membership & Events Coordinator answers and direct telephone calls and respond to general association inquiries.
• Assist with correspondence, mailings, meeting materials, reports, and other administrative projects.
• Maintain organized electronic and physical records.
• Assist with preparation for board, committee, and membership meetings as needed.
• Provide administrative support to the CEO.
• Perform other duties and special projects that support the association and its members.

Qualifications

• Previous experience in association management, membership services, customer service, event administration, office administration, or a related position preferred.
• Experience with GrowthZone AMS is highly desirable; candidates without GrowthZone experience must demonstrate strong computer skills and a willingness to learn the system.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel. Constant Contact & Canva a plus.
• Comfortable learning online registration, database, email, and other technology platforms.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Professional, friendly, and service-oriented demeanor.
• Ability to manage multiple projects and deadlines simultaneously.
• Ability to work independently while also functioning effectively as part of a small staff team.
• Strong follow-through and commitment to accuracy.
• Ability to maintain confidentiality and exercise good judgment.

Ideal Candidate

The successful candidate will enjoy working with people and understand that member service is at the heart of an association. This person should be equally comfortable working behind the scenes maintaining accurate database records and working directly with members at a busy event.

Because this is a small association staff, the position requires someone who is flexible, dependable, proactive, willing to pitch in, and comfortable handling a variety of responsibilities rather than working within a narrowly defined role.

Work Requirements

This is a full-time, in-office position. Regular business hours apply, with occasional early-morning or evening hours required for association events and meetings. Some local travel to event venues may be required.

Position Objective

To provide excellent service to members while ensuring the association's membership database, event registration, administrative processes, and member programs operate efficiently, accurately, and professionally.

Benefits include: Health Insurance Available, Vacation, Sick, Vesting in SEP