Account Services Coordinator

Account Services Coordinator

Intrax is a global organization dedicated to building a more inclusive and connected world through meaningful cultural exchange. With programs in more than 100 countries, we connect people and cultures through educational, work, travel, and volunteer experiences that inspire personal growth and prepare individuals to thrive as global citizens.

The Account Services Coordinator is a full-time, exempt position supporting the AmeriCamp program and Account Services team. This role partners closely with three Account Managers to support host camp recruitment and placement efforts by reviewing program documentation, coordinating hiring events, evaluating applicant submissions, and facilitating participant-to-camp matching.

The successful candidate will manage a high volume of host camp and participant records, ensuring accuracy, compliance, and timely completion of tasks in a fast-paced environment. During the summer season (May-September), the coordinator serves as a key support resource for participants and host camps, responding to inquiries, assisting with participant welfare and safety matters, resolving escalated issues, and participating in an emergency on-call rotation.

The ideal candidate is highly organized, detail-oriented, and adaptable, with strong communication skills and the ability to effectively prioritize competing responsibilities. Success in this role requires comfort working with databases and technology platforms, a commitment to accuracy, and the ability to quickly learn and navigate new systems and processes.

Duties and Responsibilities:

Support the Account Manager team in daily duties which include:

• Review host camp documents (e.g., agreements, workers' compensation documents, job descriptions, and housing information etc.) for accuracy and completeness, following established protocols.
• Track host camp document status in proprietary system and follow up with host camps on missing or outstanding items.
• Identify and flag discrepancies or compliance concerns in host camp documents for Account Manager review.
• Coordinate virtual hiring events, including scheduling, host camp registration, and platform setup, in partnership with the International Admissions team.
• Prepare event materials and communications for host camps and provide support to host camps throughout virtual hiring events.
• Assist with coordination, set up, and communication with in-person fairs.
• Review the applicant pool for profile competitiveness and suitability against open host camp positions.
• Identify suitable candidates for host camp openings based on camp needs, position, dates, and preferences.
• Assist three Account Managers with participant matching.
• Answer routine host camp questions and escalate issues to Account Managers as needed.
• Identify and report any system or technical issues to IT for follow-up.
• Attend weekly virtual meetings with department teams.
• Seasonal Participant Support (May September)
  • Provide support and guidance to Camp Participants and Host Camps throughout the summer season, including managing inbound assistance requests during regular support hours (9:00 AM-5:00 PM).
  • Deliver elevated support for urgent and escalated participant welfare and safety concerns, utilizing strong problem-solving and decision-making skills.
  • Participate in an on-duty emergency phone rotation, providing assistance to applicants and host camps referred by the 24/7 call center.
• Other duties as assigned.

Required Experience:

• Experience reviewing documents or records for accuracy and completeness in an administrative, client services, or recruitment setting.
• Experience maintaining accurate records and tracking data in a database system.
• Experience with a CRM is required. HubSpot specific experience is a plus.
• Experience coordinating virtual events or meetings using platforms such as Zoom, Google Meet, or Microsoft Teams preferred.
• Ability to work independently with minimal supervision and follow established protocols closely.
• Ability to manage a high volume of records and meet firm deadlines without sacrificing accuracy.
• Strong web-based technology and problem-solving skills.
• Proficiency in Excel, Word, PowerPoint, and Outlook.
• Excellent writing skills as depicted in your cover letter.
• Previous experience in a cultural exchange program or at a summer camp preferred but not required.
• Previous experience working remotely, from a home-based office.
• Strong customer service experience.

Knowledge, Skills, and Attributes:

• Strong Attention to Detail Consistently produces accurate, high-quality work, catches small errors before they become larger issues, and follows processes thoroughly.
• Critical Thinking & Initiative Exercises good judgment, anticipates next steps, identifies what needs to be done beyond the assigned task, and proactively takes action without waiting for direction.
• Ability to Learn Quickly Open to feedback, embraces new systems and processes, and adapts quickly in an ever-changing environment.
• Efficiency & Time Management Works with a sense of urgency while maintaining accuracy, effectively prioritizing tasks, and meeting deadlines without sacrificing quality.
• Positive, Team-Oriented Attitude Communicates well with host camps and colleagues, collaborates effectively, is willing to support others, and contributes to a positive and solution-focused work environment.
• Strong web-based technology and problem-solving skills.

Term and Hours:

8:30am5:00pm, MondayFriday Eastern Time.

Pay:

$45,000- $55,000 commensurate with experience.