Membership & Business Operations Coordinator

Job Description

Job Description

Position Summary

Membership & Business Operations Coordinator

The Membership & Business Operations Coordinator serves as a key operational partner to the Executive Director while ensuring exceptional service to the Association's members. This highly visible, dual-function role is responsible for coordinating executive administrative functions, maintaining efficient office operations, and serving as the primary administrator of the Association's membership database (GrowthZone).

The Coordinator acts as the first point of contact for members, vendors, and stakeholders while providing proactive administrative and project support to the Executive Director. Success in this role requires exceptional organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced association environment.

Key Responsibilities

1. Executive Director Support

• Prepare meeting materials, agendas, reports, presentations, and correspondence.
• Support Board of Directors and committee meeting logistics, including meeting packets, attendance records, and follow-up items.
• Track executive projects, deadlines, and action items to ensure timely completion.
• Assist with preparation for conferences, leadership meetings, legislative events, and association programs.
• Draft routine correspondence and maintain organized executive files and records.
• Serve as a liaison between the Executive Director, members, volunteers, vendors, and strategic partners.

2. Member Services & Communication

• Serve as the Association's primary point of contact by managing incoming telephone calls and the info@ email account.
• Respond to member inquiries promptly and professionally while escalating complex matters as appropriate.
• Assist members with website navigation, account access, event registrations, membership renewals, and GrowthZone functionality.
• Research membership records and historical association information to fulfill member and internal requests.

3. Membership Database Administration (GrowthZone)

• Maintain the integrity and accuracy of the Association's membership database.
• Process membership applications, renewals, invoices, payments, and credits.
• Perform routine database maintenance, including duplicate management and data cleanup.
• Generate membership, financial, engagement, and operational reports.
• Support email communications, event registrations, and online member resources.

4. Office & Association Operations

• Coordinate daily office operations to ensure an efficient and professional work environment.
• Monitor and replenish office and event supplies.
• Coordinate vendor relationships including office maintenance, landscaping, pest control, and facility services.
• Process incoming payments and maintain organized financial documentation.
• Support logistics for board meetings, educational programs, conferences, and member events.

5. Administrative & Project Coordination

• Assist with special projects assigned by the Executive Director.
• Coordinate travel arrangements, registrations, and meeting logistics.
• Track contracts, deadlines, and recurring operational tasks.
• Maintain administrative procedures that improve organizational efficiency.
• Identify opportunities to streamline workflows and improve member service.

Qualifications

• Three or more years of administrative, executive support, or association management experience.
• Experience with GrowthZone or another Association Management System (AMS/CRM) preferred.
• Excellent written and verbal communication skills.
• Advanced organizational and project management abilities.
• Ability to manage confidential information with discretion.
• Proficiency with Microsoft Office and Google Workspace.
• Demonstrated ability to manage multiple priorities with minimal supervision.
• Strong customer service orientation and commitment to delivering an exceptional member experience.

Job Type: Part-time

Benefits:

• Professional development assistance

Work Location: In person