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National Independent Concessionaire Association

The National Independent Concessionaires Association (_NICA_) is seeking a detail-oriented and service-focused Membership &amp; Administrative Coordinator to support our membership and administrative operations. This position serves as a primary point of contact for members and plays a key role in maintaining accurate records, invoicing, supporting membership, and ensuring smooth day-to-day office operations.The ideal candidate is organized, professional, and comfortable managing multiple priorities while providing excellent customer service to our membership.Key ResponsibilitiesMembership Administration &amp; Database Maintenance<ul><li>Maintain NICA&rsquo;s membership database, ensuring accuracy of records, contact information, and engagement history.</li><li>Process new member applications, renewals, upgrades, cancellations, and updates.</li><li>Track membership status, dues cycles, payments, sponsorships, and donations.</li><li>Generate routine membership reports for staff, the Executive Director, and the Board.</li><li>Monitor data integrity and recommend improvements to tracking processes.</li></ul>Invoicing, Payments &amp; Financial Support<ul><li>Prepare, distribute, and track membership, sponsorship, and event-related invoices.</li><li>Record payments received (checks, credit cards, cash, and electronic payments).</li><li>Follow up professionally on outstanding invoices and past-due accounts.</li><li>Assist with donation tracking, acknowledgments, and reconciliation.</li><li>Maintain organized financial and administrative records.</li></ul>Member Communications &amp; Support<ul><li>Coordinate new member onboarding, including welcome materials and benefit information.</li><li>Serve as a primary point of contact for member inquiries related to benefits, billing, payments, and general information.</li><li>Communicate membership benefits, updates, and opportunities via phone, email, and written correspondence.</li><li>Assist with member retention efforts and outreach campaigns.</li><li>Support membership-related events, renewals, and initiatives.</li></ul>Clerical &amp; Administrative Support<ul><li>Provide general administrative and clerical support to NICA leadership and staff.</li><li>Answer phones, respond to emails, and route inquiries appropriately.</li><li>Prepare correspondence, letters, forms, and internal documents.</li><li>Maintain organized digital and physical filing systems.</li><li>Assist with meeting and event preparation, mailings, annual scholarship administration, and other office tasks as assigned.</li><li>Coordinate preparation and shipment of outreach and fundraising packages to council members nationwide.</li></ul>Tracking, Reporting &amp; Compliance<ul><li>Track and report on membership growth, renewals, retention, and revenue.</li><li>Maintain documentation related to membership policies and procedures.</li><li>Ensure confidentiality and proper handling of sensitive member and financial information.</li><li>Support audits or reviews related to membership and administrative records.</li></ul>QualificationsRequired<ul><li>Associate or Bachelor&rsquo;s degree with 2+ years of administrative or membership services experience, or high school diploma with 4+ years of relevant experience.</li><li>Strong organizational and data management skills.</li><li>Excellent written and verbal communication skills.</li><li>Proficiency with Microsoft Word, Excel, Outlook, and database or CRM systems.</li><li>Ability to multitask, meet deadlines, and work independently.</li></ul>Preferred<ul><li>Experience with a nonprofit or membership-based organization.</li><li>Familiarity with membership databases or CRM platforms (GrowthZone experience a plus).</li><li>Basic understanding of invoicing, accounts receivable, Quick Books &ndash; online, and/or nonprofit financial processes.</li><li>Customer service or member relations experience.</li></ul>Skills &amp; Competencies<ul><li>Attention to detail and accuracy.</li><li>Professional, courteous communication style.</li><li>Strong time management skills and ability to prioritize tasks.</li><li>Problem-solving and follow-through.</li><li>Confidentiality and ethical handling of information.</li><li>Team-oriented with the ability to work independently.</li></ul>Work Environment<ul><li>Office-based position with standard business hours.</li><li>Ability to take after-hours calls until 8:00 PM on a rotating basis.</li><li>Occasional evenings or event-related support may be required.</li></ul>Physical Requirements<ul><li>Ability to sit at a desk and work on a computer for prolonged periods.</li><li>Must be able to lift 35 pounds.</li><li>Must have reliable transportation.</li><li>Ability to perform repetitive tasks consistently over a long period of time.</li></ul>Company InformationThe National Independent Concessionaires Association (_NICA_) was established in 1993 is a non-profit membership-driven organization dedicated to strengthening relationships with the Fair, Festival, and Special Events Industries through effective communication, benefits, education, leadership, and solutions. We are a professional, fast-paced environment offering first-class customer service to our members. We are a small team that handles different projects throughout the year that include conventions, scholarships, Board meetings, and workshops.Job Type: Full-timePay: $43,680.00 per yearEducation:<ul><li>Associate (Required)</li></ul>Work Location: In person

Membership & Administrative Coordinator

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National Independent Concessionaire Association

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Membership & Administrative Coordinator