Administrative Membership Coordinator

About CAI-NJ

CAI-NJ is a 501(c)(6) membership organization dedicated to enhancing the quality of community association living through education, legislative advocacy, shared resources, and professional development. We keep members informed of current news, laws, and issues affecting community associations throughout New Jersey.

Position Objective

Supports membership services, database management, and office coordination.

Primary Duties and Responsibilities

• Office Maintenance Coordination: Ensure the office remains clean, organized, manage office supply inventory, place orders and functional by coordinating with maintenance vendors and managing day-to-day facility needs.
• Office Coordination & Clean-Up: Responsible for overall office upkeep, including emptying the dishwasher, cleaning common areas after guests and events, maintaining stock of coffee, beverages, and snacks, and ensuring the workspace remains organized and welcoming.
• Front Desk & Phone Support: Serve as the first point of contact by answering phones, directing inquiries, and providing excellent customer service to members, partners, and the public.
• Membership: Processing new memberships, assisting with retention, and managing the distribution of new memberships and onboarding materials.
• Member Reporting & Database Management: Maintain and update the membership database, generate reports to track trends and engagement, and ensure accurate member information.
• Membership Database Updates: Responsible for updating and maintaining member records in the database, including contact information, status changes, and other data entry to ensure membership accuracy and integrity.
• ADR Program Support: Support the Alternative Dispute Resolution (ADR) program by facilitating member access to mediation services, monitoring program usage, and delivering insights to leadership for continuous improvement.

Skills, Knowledge, and Abilities

• Strong organizational and time management skills; able to handle multiple priorities simultaneously.
• Detail-oriented, able to create and maintain processes for accuracy and efficiency.
• Strong written and verbal communication skills; comfortable with public speaking and professional correspondence.
• Knowledge of marketing campaigns and social media implementation.
• Familiarity with graphic design and design software applications (Adobe Creative Suite, Canva, etc.).
• Able to work independently and collaboratively within a team environment.
• Able to work with volunteers while maintaining professional boundaries.
• Professional representation of the association at events, meetings, and in daily activities.
• Able to lift moderately heavy boxes and equipment.
• Willing and able to travel occasionally for events and work outside normal business hours.

Minimum Requirements

Education:

• Bachelor’s degree preferred. Equivalent work experience may substitute for formal education in key areas.

Experience:

• Minimum of two years’ experience in administrative support or customer service; association experience is a plus.
• Proficiency with Microsoft Office, Adobe Creative Suite, Association Management Systems, and Canva is preferred.

Working Environment

Hybrid office environment (in-person Monday–Thursday; remote Friday unless otherwise directed). Must be available to attend all organizational events, including early morning and evening programs.

Note: This job description is not all-inclusive. Employees may be required to perform duties outside the scope of this description as needed to support the organization.

Pay: $50,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan

Work Location: In person