Office Operations Administrator

Office Operations

• Oversee day-to-day office operations, including vendor relations and supply procurement.
• Maintain organized office systems and ensure compliance with internal policies.
• Serve as the primary point of contact for members and staff, delivering exceptional customer service.
• Provide day-to-day support to association members and volunteer leaders, including database management, responding to inquiries, and maintaining accurate records using association management software (AMS).
• Monitor and manage general email account and phone line with professionalism and efficiency.
• Assist in mailings, internal communications, and other administrative projects.
• Provide general clerical support, including document management, scanning, and filing.

• Provide administrative support to the President, including calendar management, meeting coordination, travel arrangements, and handling confidential communications.
• Assist with the preparation of minutes, reports, presentations, and correspondence for executive review.

• Act as the internal liaison for all billing, invoicing, and financial matters with external accountant and financial consultant.
• Responsible for all payment processing and ensuring accurate documentation and timely follow‑up on outstanding accounts.
• Maintain financial records and assist with reconciliation processes as needed.
• Maintain the association management software (AMS) system and serve as the expert for reports, remove technical issues, maintenance, and any related needs.
• Responsible for data entry, including member renewals, amendments, and cancellations.

• Support improvements to file‑management systems and digital workflows to enhance organizational efficiency.
• Assist with website updates as needed.

• Work closely with internal teams to support organizational priorities.
• Adapt to shifting priorities and align with executive direction to meet strategic goals.
• Proactively identify opportunities to improve processes and enhance member experience.

• Bachelor’s degree and a minimum of 5 years of work experience in a professional office environment.
• At least 3 years’ experience with membership or equivalent experience in an association or society.
• Proficiency in MS Office Suite
  , spreadsheets, and using an AMS (membership ) and/or SQL server experience; experience with mail merges preferred.
• Excellent oral and written communication skills, including the ability to interact successfully with internal and external contacts.
• Ability to work independently in a hybrid environment, while collaborating effectively with team members and volunteer leaders.
• Outstanding interpersonal skills and demonstrated ability to work in a team as well as independently.
• Prior experience in association management
  , office administration
  , or operations preferred.

• Mid‑Senior level

• Full‑time

• Management and Manufacturing