Office/ Administrative Coordinator

Job Description

Job Description

Job description

Provide support and assistance to a very fast-paced office. Supports and assists all staff on a day-to-day basis with a direct report to the Senior Vice President. Areas of Responsibility include but not limited to:

Database Management

• Assist with set up of events and registration for events, educational classes, and meetings

• Update and maintain database records for current members, new members and prospects, keeping record clean and up to date.

• Input member participation and prepare reports to monitor and track individual and company participation throughout the year.

• Update membership profiles.

• Provide support to the Vice President. Membership, which includes preparing and sending new member welcome letters and packets as they join.

• Run database reports as needed.

Office Management

• Be the point person for all office/headquarters communications technology (phones, internet, etc.)

• Responsible for facility operations, maintenance and security both inside and outside of the building (includes HVAC, Exterminator, Janitorial Services, etc.)

• Responsible for monitoring and purchasing inventory of office supplies, cleaning supplies, snacks, and drinks.

Ensure the headquarters presents a neat and professional appearance at all times by taking ownership of the cleanliness of the training center, work room, storage rooms and entire facility, including the outside parking lot.

• Serve as primary receptionist, answering all incoming calls and greeting visitors.

• Open, date stamp and distribute mail daily.

• Enter registrations, enter and track payments, and prepare timely post-event reconciliations.

• Provide primary assistance for training classes, committee meetings, and other special events which includes:

Executive Level Project Assistance

• Maintain Board of Directors (BOD) responsibility reports

• Assist President & CEO to prepare quarterly reports

• Assist with other events and meetings as needed

Temp/Hire