Administrative Coordinator

POSITION SUMMARY

Coordinates administrative functions of the Association assists with membership database entry. First point of contact for members. Responsible for promotion and rental of education center and small/large conference rooms. Processes members’ product orders as well as orders office supplies. Provides administrative support to Executive Director and staff as needed. This position requires flexibility to meet the scheduling demands of the Association and may require working mornings, evenings and/or weekends, which may or may not be away from the office.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Day-to-day operations of front desk (30%)

• First point of contact for TAA Membership and guests answering questions and directing to appropriate staff, class or meeting
• Handle phone system
• Retrieve and distribute mail to appropriate staff members
• Order and maintain supply inventory for staff, office and break rooms
•   Maintains neat, clean and organized front desk area as well as all common areas including lobby, workroom, education center, and all conference rooms

• E-Blast members weekly as instructed
• Process product orders
• Maintain work calendars and serve as gatekeeper
• Serve as staff liaison for IRO (Independent Rental Owner) Committee

2. Administrative Support to Executive Director (20%)

• Assists with administrative tasks as directed
• Assists with managing calendar to ensure deconfliction of various events
• Coordinates and prepares materials for meetings and supports successful meeting executions
• Respond to written/electronic correspondence as needed
• Prepares, designs and proofreads general correspondences, memos, business plans, etc.
• Makes travel arrangements for conferences

3. Responsible for Rentals of Education Center and Conference Rooms  (15%)

• Confirms available date(s) with staff team
• Secures contracts and appropriate signatures
• Assures arrangements are in place prior to arrival of the renter
• Provides assistance,  as needed, to renters
• Maintains neatness and cleanliness of all areas once rental has concluded
• Works with Communications Manager to market rental space

4. Assist with data entry for database system (30%)

• Contacts membership via email and phone routinely to collect data
• Updates membership database regularly

5. Other duties as assigned by management (5%)

KNOWLEDGE, SKILLS AND ABILITIES

• Customer Service attitude
• Ability to anticipate upcoming work and plan for success
• Requires being conscientious and strong attention to detail
• Ability to multi-task, prioritize and follow up
• Excellent oral and written communications
• Minimum of 50 wpm typing/data entry
• Proficient with Word, Excel, Windows XP, database/records maintenance a plus

EXPERIENCE REQUIRED

• 1-2 years’ experience in administrative and/or customer support role

• Demonstrated interaction with customers, friendly and outgoing
• Experience coordinating meetings and groups a plus
• Meticulous attention to detail and administrative tasks
• Prior experience in non-profit a plus
• Proficient MS Office skills
• Proficiency with office equipment (printers, copiers, postage machine) and phone systems

EDUCATION / CERTIFICATIONS REQUIRED

• HS Diploma required. Bachelor’s Degree preferred.

PHYSICAL DEMANDS / WORK ENVIRONMENT

• Sedentary/stationary position. Must be able to remain in stationary position for prolonged periods (up to 90% of time) with occasional movement around office environment.
• Requires frequent use of computer for extended viewing of computer screen (at least 90% of time) and repetitive use of a keyboard and phone activity.
• May require occasional travel by car to associations’ rental properties, training or other business needs.
• Communication skills:  listening, verbal, written