Association Management Coordinator

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Position Summary

The Management Services division of Confluent Strategies offers administrative, financial, marketing, and event management services for various professional associations on a contract basis, and the Association Management Coordinator (AMC) is a key member of the team. Under the direction of the Vice President of Management Services (the “VP”), the AMC provides the associations and their board members with backend administrative functions, allowing the boards to focus their time and resources on running and improving their organizations. The AMC will also assist with other Management Services events.

Essential Duties and Responsibilities

These essential duties and responsibilities are not intended to be and should not be construed as an all-inclusive list of responsibilities, skills, or working conditions associated with this position. Although the following list is intended to be an accurate reflection of the job requirements, the VP reserves the right to modify, add, or remove duties as necessary.

Customer Service

• Board Coordination: attend board meetings and/or annual meetings and maintain board minutes.
•  Financial Coordination: familiar with financial reports, assist with accounts payable, accounts receivable, and vendor management.
•  Communication: responsible for all forms of communications with board members and association members.
•  Membership Coordination: coordinate membership renewals and dues collection, maintain contact information, and track membership growth/decline.
•  Marketing Services: work closely with Management Services Marketing Manager (MSMM) on all association-related social media (creating graphics, planning and maintaining content calendar, and scheduling posts) and mass emails (creating and scheduling emails for events, membership, and additional announcements and maintaining contact databases).

Event Management

• Assist in evaluating marketing needs and work with the MSMM to create promotional materials and onsite graphics.
• Assist with planning meetings, luncheons, conferences, etc. and provide onsite management.
• Assist to with meeting planning— helping coordinate all regular meetings from conception through execution using association planning documents to manage tasks, space grids, food/beverage, audiovisual, and volunteer/staff schedules.
• Assist with expense management, contract coordination, cost-control analysis, post-conference financial reconciliation, and presenting final statements and profits to management for approval.
• Assist with program/agenda development and speaker selections. Provide speaker confirmations, communications, and onsite assistance.
• Assist with all vendor correspondence and logistics.
• Research event and industry trends and implement necessary changes to ensure operational excellence.

Internal Coordonation

• Reimbursement Management
• Business Reviews
• Communications with Management and Marketing

Accounting

• Invoices and Accounts Payable
  • Add general ledger codes and dates on invoices and submit for approval.
  • Add invoices to Sage and provide invoices to Accounting Manager for payment.
• Debit Card and ACH Processing
  • Print invoice/automatic transaction from email.
  • Provide receipts or written documentation for large purchases made by Management Services team.
  • Code and record debit card and ACH purchases to Sage.
• Accounts receivable/cash receipts processing:
  • Prepare and send requested invoices for members and events.
  • Pull reports, add credit card payments to Sage, and provide payment receipts.
  • Make copies of all payments made by checks and provide to accounting.
  • Create deposit slips for banks to take to physical locations, scan using bank software for remote deposit, or through iPad.
  • Print reports and provide to Accounting for filing.

Miscellanous

• Provide support to all members of the Association Management Department.
• Other responsibilities as required.

Skills and Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education/Experience

Bachelor’s degree from an accredited institution in business, accounting, marketing, event planning, communications, or relevant field of study preferred. Two (2) to five (5) years’ professional experience preferred.

Other Skills and Qualifications

• 2 to 5 years’ experience in event planning, project management, accounting, and/or administrative experience, or desired.
• Willingness to travel and to work independently and autonomously.
• Proficiency in Microsoft applications.
• Proficiency in Canva and social media scheduling tools such as Hootsuite or Buffer.
• Proficiency with website builders such as GoDaddy or Wix.
• Familiarity with email marketing platforms such as Mailchimp or Constant Contact.
• Familiarity with accounting software such as Sage.
• A quick learner who is comfortable multitasking.
• A good time manager who is deadline oriented.
• Able to understand and interpret industry briefings, contracts, letters of agreement, and procedure manuals.
• Able to write in-depth reports and correspondence.
• Ability to speak effectively in front of groups.
• Budget-savvy, finding creative ways to do more with less.
• Ability to work independently and autonomously.
• Superior oral and written communication skills with a strong attention to detail.
• Ability to demonstrate to clients their knowledge of venues and vendor offerings.
• Ability to partner well with all levels in the organization and work well in a team environment.
• Strong organization and planning skills are required.
• Excels under pressure and confident handling last-minute details.
• Professional demeanor and strong client-facing skills.
• Decisive with strong interpersonal skills.
• Ability to anticipate and plan for different scenarios.
• Energetic, motivated, self-starter.
• Exercise independent, responsible judgment and handle confidential and sensitive information.

Occasional evening work and travel are required.