Admin & Membership Coordinator

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.

• 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.

• 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…