Business Operations Coordinator

BUSINESS OPERATIONS COORDINATOR

The Saint Paul Area Association of REALTORS® (SPAAR) seeks a Business Operations Coordinator.

Purpose of Position: To provide extraordinary customer service and maintain a member friendly environment at SPAAR. This regular full-time position is part of SPAAR’s Finance and Operations Team and reports directly to SPAAR’s Chief Finance and Operations Officer. This position serves as technical support for the SPAAR membership software system. The Business Operations Coordinator position collaborates with members on a day-to-day basis and supports them on the phone, via email, and in person with their Association needs.

Responsibilities

Day-To-Day Operations Support

· Provide outstanding customer service to SPAAR members

· Answer phones

· Process membership additions and changes

· Handle inquiries related to membership

· Greet walk-in members and direct them to meeting and classroom locations

· Assist members with MLS and association related questions

· Manage front desk and member areas

· Open and distribute mail

· Actively seek opportunities to assist other Management Team Members with tasks

· Stock meeting room refrigerators in preparation for upcoming meetings

· Prepare meeting rooms and clean up meeting rooms afterward

· Assist members with accessing online classes

· Coordinate office supply orders

Financial Control Responsibilities

· Comply with local, state and federal government reporting requirements and tax filings

· Perform functions to ensure proper segregation of duties

· Prepare yearly 1099s

Accounts Payable Responsibilities

Invoice Processing

• Review and verify the accuracy and completeness of vendor invoices and supporting documentation.
• Verify appropriate authorization and coding for all invoices.
• Match invoices with purchase orders and receiving documents.
• Enter invoices into the accounting system for payment processing

Payment Management

• Schedule and process payments, including checks, electronic transfers and ACH
• Monitor payment schedules to ensure timely disbursements to avoid late fees
• Address and resolve payment discrepancies and issues with vendors

Account Reconciliation

• Reconcile vendor statements to ensure accounts are accurate and up to date
• Investigate and resolve outstanding balances or discrepancies
• Assist with month-end closing activities, including reconciliations and accruals
• Maintain detailed records of transactions and reconciliations

Compliance and Documentation

• Ensure compliance with company policies, internal controls and regulatory requirements
• Maintain organized records of invoices, payments and other accounts payable documentation
• Assist with audit preparation by providing required documentation and explanations

RAMCO Accounting Support

Collaborate and cross-train with the RAMCO Accounting & Database Administrator in supporting the following:

o Maintain batch reports on a daily basis

o RAMCO month end reporting

o Manage the review, research and posting of all NSF checks

o Manage the processing of refunds for dues, education and events. Ensure the approval process for refund requests

o As needed backup support to RAMCO Accounting & Database Administrator to reconcile and process check deposits

Administrative Support for Postage Machine and Copier

• Perform basic and advanced troubleshooting and problem replication to identify and verify underlying causes of errors and related problems

· Order supplies needed for equipment

· Oversee all postage operations including updating pricing, adding postage and running usage reports to reconcile with accounting financials

Inventory Responsibilities

· Assist in the participation of the inventory count in the following ways:

o Enter purchase orders in Ramco and set cost Items

o Enter purchase orders in inventory software system

o Maintain pricing structure on all products

o Supervise end-of-month inventory count

o Run daily activity report to balance with Ramco batch report

o Monthly inventory adjustments as needed

o Supervise year-end physical inventory counts and work with auditor on year-end audit of store items

The Chief Finance and Operations Officer may assign other duties and responsibilities that relate to the purposes of this job from time to time.

Preferred Experience

· Microsoft Office experience

· Customer Relationship Management (CRM) systems

· QuickBooks experience

· Attention to detail and high accuracy in data entry and matching invoices

· Understanding of basic accounting principles and general ledger

· Ability to collaborate across departments with association staff.

· Adept at managing and building relationships with members

· Strong verbal and written communication skills

SPAAR Benefits

· Health insurance plan

· Dental/Vision plans

· Long-term disability

· Life Insurance plan

· Pension contribution

· 401(k)

· Paid Time Off (PTO)

· Ongoing professional development

Pay: $20.00 - $24.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Work Location: In person