Association Coordinator; Hybrid

Job Description

Our company provides full-service management to trade and professional associations as well as specialized services including non‑profit financial management and event coordination. We are seeking a full-time Association Coordinator to provide administrative support to two of our non‑profit association clients.

• Process new membership applications and renewals, create new member records, and update/maintain the membership database.
• Provide welcome and onboarding materials to new members.
• Process annual membership termination requests.
• Prepare and send annual association dues billing and record payments.
• Complete monthly tasks, such as pulling membership/meeting data for the dashboard.
• Respond to member inquiries and requests for information about membership via phone, fax, email, and mail.

• Prepare name badges, registration reports, handouts, and on‑site materials for association meetings.
• Respond to member inquiries and requests for information about meetings via phone, fax, email, and mail.
• Provide onsite assistance at meetings, as needed.

• Prepare and distribute digital communications, bi‑annual newsletter, and social media campaigns.
• Run mailing lists of members and coordinate mailings for meetings, newsletters, surveys, and emails.
• Manage and coordinate printing services and shipments for conventions/meetings.

• Process payments and handle accounts receivable (AR) logs.
• Prepare invoices for sponsor ships, advertisements, meeting registrations, exhibitor booths, etc.
• Follow up with outstanding invoices each month to ensure timely payment.
• Handle refunds and adjustments as necessary.

• Manage publication orders by placing orders through the distributor's online portal and coordinating logistics to ensure timely shipping.
• Place orders for purchased publications through Amazon's web portal and coordinate shipment logistics.
• Issue and maintain license agreements for publications.

• Assist with tracking certification information for members.
• Prepare certificates, both physical and digital, for certification programs.
• Assisting with certification program administration or coordination.

• Update website pages to reflect the latest reports, news, and information.

• Monitor and keep inventory of supplies such as badges, holders, ribbons, and other meeting materials, and order as needed.
• Route correspondence including calls, mail, email, and faxes.
• Prepare the office for client visits as needed.

• Provide additional support services as outlined in Stringfellow Management Group’s agreement with associations.
• Perform other duties as assigned by the team.

High school degree or equivalent;
Bachelor’s degree a plus. Substantial relevant experience may be substituted for a degree; 2+ years of customer service and administrative work preferred.

• Ability to manage multiple projects at once and move projects ahead in a deadline driven environment.
• High degree of organization and attention to detail.
• Ability to manage high volume of emails with timely responses.
• Excels at adapting in a fast paced, team‑oriented environment.
• Proficiency in Microsoft Office Suite including Outlook, Word, and Excel.
• Exceptional customer service attitude.
• Possess a positive, team‑player attitude.
• Ability to lift up to 50 lbs., as needed.
• Must be able to stand for 8-15 hours a day, when attending conferences.

Travel to greater Baltimore area (Baltimore City, Baltimore County, Howard County, or Anne Arundel County) for client events (1-2 times per quarter, for ½ day at a time); potential to attend 1-2 client conferences per year (for 2-5 days at a time).

Valid motor vehicle operator’s license and the ability to use personal vehicle for travel to client events in greater Baltimore area.

This is a full‑time, non‑exempt position at our administration office in Forest Hill, MD. The location of this position would be a combination of in‑office (at least 1 day/week) and remote.