Association Administrator - IMMEDIATE OPENING

Job Description

Job Description

About the Role
Civica Management is seeking a Association Administrator to join our collaborative and fast-paced team. This position plays a key role in supporting our membership and executive teams, contributing to the success of multiple nonprofit associations. Based in our Centennial, CO office, this is an in-person role essential to delivering exceptional service and seamless operations for our clients.

The ideal candidate is detail-oriented, tech-savvy, and committed to providing outstanding customer service. You will serve as a dependable point of contact for members, vendors, and internal team members—ensuring efficient communication and smooth daily operations.

Key Responsibilities

Customer Service

• Communicate with members/prospective members by telephone and ZenDesk to provide information about membership, benefits, and programs; answer general inquires. Other common inquiries include:
  • Conduct password resets for members
  • Send invoices to members; take payments; send receipts
  • Process membership renewals/applications in web-based management and tracking systems
  • Event registration assistance
• Route any escalated member inquiries to Membership Specialists
• All inquiries should be addressed or escalated within 24 hours

Administrative & Team Support

• Handle incoming and outgoing mail, shipping, and receiving
• Fulfill member orders promptly and accurately
• Maintain and reorder office and event supplies, materials, and equipment
• Track and manage event-related items including swag, awards, name badges, and other materials
• Reserve and prepare conference rooms; coordinate catering and printed materials for meetings
• Provide logistical support for off-site events, including printing, assembling, and packing materials
• Manage technology and equipment check-out for conferences and client events
• Maintain and organize client storage spaces and inventories
• Deliver administrative support across a portfolio of associations to ensure day-to-day operations run smoothly

Website & Database Management

• Perform routine updates to client websites, ensuring content accuracy and timeliness
• Assist with building and testing online forms, surveys, and email communications
• Maintain up-to-date member data by managing bounced emails and correcting outdated records
• Assist with ongoing database maintenance and data integrity efforts

Qualifications

• Excellent attention to detail and ability to manage multiple priorities
• Strong written and verbal communication skills
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Comfortable learning new platforms and systems quickly
• Experience with membership databases or website CMS platforms is a plus
• Prior experience in customer service, especially in nonprofit or membership-based environments, is preferred
• Must be able to work on-site at our Centennial, CO office
• Ability to work both independently and as part of a collaborative team in a dynamic environment

Benefits

• Company culture centered on freedom and responsibility
• Competitive compensation
• Paid dues for up to two professional association memberships annually
• Support for attending educational programs (with manager approval)
  

About Civica
Civica Management is a medium-sized, innovative association management company supporting clients across health care, education, public safety, and more. Our energetic and expanding team is passionate about delivering top-tier service to the nonprofit organizations we serve.

Education:
High school diploma or equivalent preferred

Position Hours:

Monday through Friday from 9:00 AM - 2:00 PM
(up to 30 hrs a week)