Association Coordinator (Hybrid)

Job Description

Our company provides full-service management to trade and professional associations as well as specialized services including non-profit financial management and event coordination. We are seeking a full-time Association Coordinator to provide administrative support to two of our non-profit association clients.

Responsibilities:

Membership Management:

• Process new membership applications and renewals, create new member records, and update/maintain the membership database.
• Provide welcome and onboarding materials to new members.
• Process annual membership termination requests.
• Prepare and send annual association dues billing and record payments.
• Complete monthly tasks, such as pulling membership/meeting data for the dashboard.
• Respond to member inquiries and requests for information about membership via phone, fax, email, and mail.

Meeting Support:

• Prepare name badges, registration reports, handouts, and on-site materials for association meetings.
• Respond to member inquiries and requests for information about meetings via phone, fax, email, and mail.
• Provide onsite assistance at meetings, as needed.

Communication and Marketing:

• Prepare and distribute digital communications, bi-annual newsletter, and social media campaigns.
• Run mailing lists of members and coordinate mailings for meetings, newsletters, surveys, and emails.
• Manage and coordinate printing services and shipments for conventions/meetings.

Financial Management:

• Process payments and handle accounts receivable (AR) logs.
• Prepare invoices for sponsorships, advertisements, meeting registrations, exhibitor booths, etc.

• Follow up with outstanding invoices each month to ensure timely payment.
• Handle refunds and adjustments as necessary.

Publication Management:

• Manage publication orders by placing orders through the distributor's online portal and coordinating logistics to ensure timely shipping.
• Place orders for purchased publications through Amazon's web portal and coordinate shipment logistics.
• Issue and maintain license agreements for publications.

Certification Management:

• Assist with tracking certification information for members.

• Prepare certificates, both physical and digital, for certification programs.
• Assisting with certification program administration or coordination.

Website Management:

• Update website pages to reflect the latest reports, news, and information.

Administrative Tasks:

• Monitor and keep inventory of supplies such as badges, holders, ribbons, and other meeting materials, and order as needed.
• Route correspondence including calls, mail, email, and faxes.

• Prepare the office for client visits as needed.

Additional Support:

• Provide additional support services as outlined in Stringfellow Management Group’s agreement with associations.
• Perform other duties as assigned by the team.

Requirements:

Education & Experience - High school degree or equivalent; Bachelor’s degree a plus. Substantial relevant experience may be substituted for a degree; 2+ years of customer service and administrative work preferred.

Skills, Knowledge and Abilities:

• Ability to manage multiple projects at once and move projects ahead in a deadline driven environment.
• High degree of organization and attention to detail.
• Ability to manage high volume of emails with timely responses.
• Excels at adapting in a fast paced, team-oriented environment.
• Proficiency in Microsoft Office Suite including Outlook, Word, and Excel.
• Exceptional customer service attitude.
• Possess a positive, team-player attitude.
• Ability to lift up to 50 lbs., as needed.
• Must be able to stand for 8-15 hours a day, when attending conferences.

Travel – travel to greater Baltimore area (Baltimore City, Baltimore County, Howard County, or Anne Arundel County) for client events (1-2 times per quarter, for ½ day at a time); potential to attend 1-2 client conferences per year (for 2-5 days at a time).

Licenses – Valid motor vehicle operator’s license and the ability to use personal vehicle for travel to client events in greater Baltimore area.

Job Location – This is a full-time, non-exempt position at our administration office in Forest Hill, MD. The location of this position would be a combination of in-office (at least 1 day/week) and remote.

About the Company:

Stringfellow Management Group (SMG) is a growing, progressive, employee-centric organization advancing the missions of its client associations. SMG is dedicated to the professional development and growth of all of its employees. As an equal opportunity employer, SMG is committed to creating a work environment where every individual is valued and feels empowered to bring their full, authentic self to work. Candidates of all backgrounds are encouraged to apply; SMG knows that our differences fuel excellence and creativity.

Our Core Values:

• Growth-Oriented: mentorship; professional development; SMG growth.
• Emotional Intelligence: empathy; effective communication/social skills; self-awareness; self-regulation; motivation.
• Reliability.
• Innovative: encourages creativity – looking to the future.
• Collaborative: team-oriented.
• Adaptable.
• Solutions-oriented.

Benefits:

Benefits include paid vacation and sick days, paid Volunteer Day, health insurance (employer pays the majority of premium for individual coverage), dental insurance, vision insurance, life insurance, retirement plan match, additional voluntary benefits, Employee Assistance Program, and professional development support.

Applying for this position:

Please provide a cover letter when applying for this position.

No phone inquiries will be accepted.