POSITION OVERVIEW The Administrative Coordinator is responsible for the professional day-to-day administrative and executive support and management of the Chamber office. This position is front facing with all members, providing quality customer service, and ensuring the effective internal operations of the Chamber.
This position reports to the Vice President and works with all staff of the Chamber in generating non-dues revenue through designated programs and in support of the mission, vision, and values of the Chamber.
POSITION REQUIREMENTS Working knowledge of Microsoft Office suite and general computer operations. Experience with CRM or database software preferred or willing to learn. Excellent verbal and written communication skills, ability to manage several tasks simultaneously, strong organizational skills, and personal initiative. Able to manage own schedule and coordinate volunteers. Work effectively with members, committees, and fellow staff.
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SPECIFIC DUTIES Administrative - Welcome members, visitors, and tourists in the office and assist with their needs in a friendly and professional manner. Serve as the primary phone responder.
- Receive and record check, card, and cash transactions into database management system.
- Process monthly billing of membership investment renewals, sponsorships, and other billings, as well as monthly communications.
- Manage Bastrop Regional Event Calendar through online portal.
- Maintain current member information in database management system.
- Assist with event preparation and execution, with specific responsibilities as needed.
- Collate and assemble reports and documents.
- Respond to or forward and maintain communications for the info@bastropchamber.com email.
Executive Support - Manage and coordinate the President & CEO’s calendar, including scheduling internal and external meetings, confirming logistics, and maintaining accurate appointment details.
- Serve as a coordination point for meeting requests to the President & CEO, prioritizing scheduling needs and ensuring timely communication with internal and external stakeholders.
- In coordination with the President & CEO and Vice President, assist with preparing meeting materials including meeting packets, supporting documents, and follow-up items as assigned.
- Provide administrative support to President & CEO and Vice President, and for special projects as needed.
Office Management - Maintain an orderly filing system of documents, files, and reports (both electronic and hard copy) ensuring proper accessibility for all staff.
- Manage Boardroom calendar. Set up and clean up for all boardroom meetings. Provide and control access to office and boardroom for outside guests.
- Schedule all office services and coordinate routine maintenance of office and all equipment.
- Create and maintain equipment and materials inventories.
- Manage timely and appropriate purchases of office supplies, cleaning & kitchen supplies, event and promotional materials, and regular reprint of collateral materials.
- Maintain a neat, orderly, and professional office environment, including storage room and off-site storage.
OTHER DUTIES - Have a working knowledge of the Chamber, including office procedures, Committees, events, as well as a general understanding of the Strategic Plan and/or Program of Work.
- Strive to develop a better public understanding of the purpose and function of the Chamber.
- Display a strong commitment to the community.
- Operate office equipment, including computers and membership management databases.
- Create and maintain an environment that feels welcoming to members and visitors.
- Other duties as assigned.
QUALIFICATIONS - Associate degree in business or accounting discipline, or high school diploma with relevant office administration experience of three years or more.
- Experience using database management software preferred.
- A valid drivers’ license and proof of vehicle insurance, as this position requires travel to local places of business.
- Use of personal vehicle may be required.
PHYSICAL REQUIREMENTS - Work often involves lifting more than 30 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds.
- Ability to set up and tear down at Chamber events as needed, both indoors and outdoors.
- Frequent walking, standing, and sitting at a desk or in car for extended periods of time.
- Pushing and pulling of file cabinet drawers and occasional but minimal overhead lift.
WORK LOCATION AND HOURS - Work location: Bastrop Chamber of Commerce office, 927 Main Street, Bastrop TX.
- Work hours: Monday through Friday, 8:00am to 5:00pm with lunch from 12:00pm to 1:00pm
- Minimal travel for training and conferences.
SALARY AND BENEFITS - Salary commensurate with experience and qualifications
- This is a non-exempt, hourly position. Simple IRA
- Health insurance benefits
- Dental & Vision
- Two weeks paid vacation annually
- Six (6) days for paid sick leave annually
- Sixteen (16) days of paid holidays
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