Membership & Administrative Coordinator

The National Independent Concessionaires Association (_NICA_) is seeking a detail-oriented and service-focused Membership & 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 Responsibilities

Membership Administration & Database Maintenance

Maintain NICA’s membership database, ensuring accuracy of records, contact information, and engagement history.
Process new member applications, renewals, upgrades, cancellations, and updates.
Track membership status, dues cycles, payments, sponsorships, and donations.
Generate routine membership reports for staff, the Executive Director, and the Board.
Monitor data integrity and recommend improvements to tracking processes.

Invoicing, Payments & Financial Support

Prepare, distribute, and track membership, sponsorship, and event-related invoices.
Record payments received (checks, credit cards, cash, and electronic payments).
Follow up professionally on outstanding invoices and past-due accounts.
Assist with donation tracking, acknowledgments, and reconciliation.
Maintain organized financial and administrative records.

Member Communications & Support

Coordinate new member onboarding, including welcome materials and benefit information.
Serve as a primary point of contact for member inquiries related to benefits, billing, payments, and general information.
Communicate membership benefits, updates, and opportunities via phone, email, and written correspondence.
Assist with member retention efforts and outreach campaigns.
Support membership-related events, renewals, and initiatives.

Clerical & Administrative Support

Provide general administrative and clerical support to NICA leadership and staff.
Answer phones, respond to emails, and route inquiries appropriately.
Prepare correspondence, letters, forms, and internal documents.
Maintain organized digital and physical filing systems.
Assist with meeting and event preparation, mailings, annual scholarship administration, and other office tasks as assigned.
Coordinate preparation and shipment of outreach and fundraising packages to council members nationwide.

Tracking, Reporting & Compliance

Track and report on membership growth, renewals, retention, and revenue.
Maintain documentation related to membership policies and procedures.
Ensure confidentiality and proper handling of sensitive member and financial information.
Support audits or reviews related to membership and administrative records.

Qualifications

Required

Associate or Bachelor’s degree with 2+ years of administrative or membership services experience, or high school diploma with 4+ years of relevant experience.
Strong organizational and data management skills.
Excellent written and verbal communication skills.
Proficiency with Microsoft Word, Excel, Outlook, and database or CRM systems.
Ability to multitask, meet deadlines, and work independently.

Preferred

Experience with a nonprofit or membership-based organization.
Familiarity with membership databases or CRM platforms (GrowthZone experience a plus).
Basic understanding of invoicing, accounts receivable, Quick Books – online, and/or nonprofit financial processes.
Customer service or member relations experience.

Skills & Competencies

Attention to detail and accuracy.
Professional, courteous communication style.
Strong time management skills and ability to prioritize tasks.
Problem-solving and follow-through.
Confidentiality and ethical handling of information.
Team-oriented with the ability to work independently.

Work Environment

Office-based position with standard business hours.
Ability to take after-hours calls until 8:00 PM on a rotating basis.
Occasional evenings or event-related support may be required.

Physical Requirements

Ability to sit at a desk and work on a computer for prolonged periods.
Must be able to lift 35 pounds.
Must have reliable transportation.
Ability to perform repetitive tasks consistently over a long period of time.

Company Information

The 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-time

Pay: $43,680.00 per year

Education: