Job Title: Office Administrator
Reports to the President/CEO
Job Description:
The Office Administrator performs a wide range of administrative and office support activities to facilitate the efficient operation of the Chamber Office. Duties may include fielding telephone calls, scheduling meetings, receiving and assisting visitors, word processing, creating spreadsheets, presentations, filing and providing administrative support for the President/CEO, supporting Chamber Events and other duties as well. Also calls for flexibility, confidentiality, excellent interpersonal skills and project management skills. Reports directly to President/CEO.
Customer Service:
- Presents a warm and inviting welcome to public as the primary first contact to interacting with the Chamber
- Greets and answers questions of guest who walk-in, call, or e-mail
- Provides materials/information and assistance to the public regarding relocation, vacation and business needs
- Prepares and mails relocation/vacation packets
Duties:
- Answers incoming calls
- Greets visitors to the Chamber Office
- Performs a variety of responsibilities and administrative duties such as compose, prepare, correspondence, reports and documents as direct by the President/CEO
- Assist in preparing monthly report on membership statistics, relocation packages, mailed, e-mailed and Chamber events
- Maintains office supplies and inventory
- Assist in preparing luncheon spreadsheets final count, creates name tags for members, calls new members to let them know they will be announced at the luncheon, request new members bio and logo, creates and updates luncheon script as needed, creates spreadsheet to track raffle prizes, creates and mails Thank-you cards to raffle donors, speakers and sponsors, finalizes registration details and follows check list for packing things that are needed for the luncheon, such as, but not limited to: raffle drums, raffle tickets, raffle prizes, petty cash, upcoming events flyers, sign in sheets, name tags, etc. Handles registration/luncheon check-in and takes payment as needed
- Assists with new members receiving plaques and welcome packets and update web database
- Assist President/CEO with past-due and membership delinquencies
- Maintains supplies for special events / raffles
- Process mail and post payments
- Prepare and distribute invoice to Chamber members for dues, events. Etc.
- Collect payments on an as-needed basis and maintain accurate records
- Check pending online memberships and calendar additions daily
- Opens new memberships and follows up with members
- Daily cleaning of office
- Maintains flyers, brochures, marketing materials, etc. that are kept in the office current
- Assist new and existing members through the process of login in to their account, updating their information and event registration, billing and TCS page request.
- Assembles information for new member packets
- E-mails upon request new member packets to prospective members
- Creates PowerPoint presentations for events when needed
- Create work order tickets for IT and Chamber Nation as needed
- Other duties as assigned
Required Skills:
- Minimum of 5 years of experience of administrative experience
- Excellent interpersonal skills
- Self-motivated and highly organized
- Excellent oral and written communication skills
- Excellent time management and prioritization skills
- Have technical skills including Microsoft Office, PowerPoint and Adobe Programs
- Able to lift up to 25 pounds
- Able to work in various climates conditions with events occurring outside
Personal Appearance:
- Business attire and grooming per employee handbook
- The job requirements are subject to changes based on the Chamber's needs.
Job Type: Part-time
Pay: From $16.00 per hour
Expected hours: 20 per week
Work Location: In person