Operations & Membership Coordinator

Purpose
The Operations & Membership Coordinator plays a vital role in protecting the Chamber’s financial integrity, strengthening membership and sponsor systems, and ensuring consistent communication across the organization. This part-time position supports revenue stability, member retention, and a positive, engaging experience for our business community.
 
Key Responsibilities
Financial & Revenue Management

• Process accounts payable and receivable in QuickBooks
• Manage membership invoicing and annual sponsorship billing
• Monitor and follow up on outstanding dues and past-due accounts
• Prepare weekly deposits and perform monthly bank reconciliations
• Track event payments and assist with reporting preparation
• Maintain organized and timely financial documentation in coordination with leadership and accounting support

• Maintain accurate and current member records in ChamberMaster (CRM system)
• Execute new member onboarding and renewal workflows
• Manage renewal communications and follow-up to strengthen retention
• Track Annual Chamber Sponsor benefits and investor credit usage
• Ensure sponsor recognition commitments are delivered accurately and on schedule

• Coordinate and distribute weekly member communications, including event promotions and registration notices
• Schedule and manage event-related email communications
• Maintain accurate event and member deals information within ChamberMaster and website portals
• Provide timely content updates to the Chamber’s contracted marketing partner
• Serve as a responsive and reliable point of contact for member inquiries via phone, email, and in person

• Serve as the primary in-office contact for members and visitors
• Coordinate ribbon cutting ceremonies
• Prepare materials for board and committee meetings
• Manage event registration setup and on-site payment processing
• Oversee office organization and supply inventory
• Coordinate routine business errands such as bank deposits and post office visits as needed
• All other responsibilities as needed

• 2+ years of experience in bookkeeping, accounts payable/receivable, office administration, or a nonprofit/membership-based organization preferred
• Experience with QuickBooks strongly preferred (QuickBooks Online experience a plus)
• Experience with CRM or database systems preferred (ChamberMaster a plus)
• Excellent verbal and written communication skills
• Strong and professional phone presence
• Ability to manage time, energy, and workspace effectively
• Experience communicating with small, medium, and large organizations
• Proficiency in Microsoft Office and general computer systems
• Strong attention to detail and organizational skills
• Ability to manage multiple priorities in a fast-paced environment
• High ethical standards and discretion with confidential information
• Collaborative team player with a positive, professional demeanor
• Valid driver’s license and reliable transportation required

• Monday–Thursday: approximately 6 hours per day (flexible within standard business hours)
• Required to work at Chamber Special Events, which may occur outside normal business hours, including:
  • Awards Banquet
  • Leadership Speaker Events
  • Chamber Sport Shoot
  • Party in the Park
  • Golf Outing
  • Additional events as developed in the future

• Ability to spend extended periods walking, sitting, standing, and/or driving
• Ability to travel to off-site locations, which may not be barrier-free
• Ability to type on a computer keyboard and operate standard office equipment
• Ability to lift up to 35 pounds as needed