Job Title: Office Coordinator

Reports To: CEO

Job Summary: 

The Administrative Assistant is a self-starter responsible for the day to day office functions of the Tualatin Chamber of Commerce. They thrive in the fast pace of the office, and coordinate and prioritize work so operations are smooth and efficient. They are the first person to greet customers when they visit or call the Chamber. They reply to member’s questions quickly and help make sure that they are getting the most value from their membership. The Administrative Assistant is responsible for updating membership records on all data bases and oversees the Visitor Information Center.

Job Duties

General Office Operations:

· Answer phones and receive visitors

· Manage events calendar as well as calendar for CEO.

· Schedule and coordinate meetings

· Collate and distribute mail

· Prepare communications, such as memos, emails, invoices, reports and other correspondence

· Write and edit documents from letters to reports and instructional documents

· Create and maintain filing systems, both electronic and physical, ensuring that they can be easily accessed by other staff when necessary.

· Write and edit documents such as letters and reports

· Manage Member accounts, update information in CM (ChamberMaster) daily, assisting members and partners with any account needs – billing or otherwise

· Track invoices and upload to accountant’s portal for processing and payment.

· Provide administrative support to CEO, Business Development Specialist and the Board of Directors as necessary.

· Coordinate facilities and office equipment management, maintenance and upkeep. 

· Prepare mailings and organize staff or volunteers to complete.

Content Creation and Social Media Support:

· Create and schedule social media posts (LinkedIn, Facebook, Instagram).

· Create Chamber Events & News Newsletter and Member Events & News Newsletter in conjunction with the Business Development Specialist each week.

· Monitor, create content for and update social media accounts

· Update Camber web site and social media calendars weekly

Events:

· Provide all logistical support for Chamber events (e.g., working with caterer, coordinating with sponsors and speakers, producing programs and promotional materials, accepting RSVPs and payments.

Visitor Information Center Support:

· Oversee the Visitors Information Center by responding to questions and providing information for walk-in, email, phone or written requests. 

· Responsible for relocation packets and economic profile inquires.

· Maintain orderly information racks and counters in the lobby and Visitor Information Center.

· Recruit and educate volunteer staff.

· Maintain accurate visitor counts and send monthly report to the Washington County Visitor Association.

Job Requirements:

· The ability and willingness to be courteous and diplomatic with coworkers, members, the Board, vendors, and visitors.

· Demonstrated ability to return to a task after interruptions, often repeatedly.

· Two years office administration experience and or a combination of education and experience.

· A passion for serving the customer.

· The ability to prioritize, multi-task, and work both independently and in a small team environment.

· A sense of urgency with a demonstrated ability to meet multiple concurrent deadlines.

· Attentive to details.

· The ability to exercise and maintain confidentiality.

· Excellent verbal and written business communication skills, including editing and proof reading.

· Proficiency with Windows Office Professional Suite, Facebook and Linked-In. Website maintenance, and work with Publisher and Constant Contact a plus.

· Ability to learn new technology and software applications quickly. 

· Ability to use basic office equipment such as computers, server, copier, postage machine, fax, and merchant services machine.

· Ability to lift 25 to 35 pounds

Work Hours: 

The office is open between 9AM. and 5PM Monday through Friday. Occasionally, night or weekend work will be necessary to support Chamber events. A work schedule will be created that accommodates the work needed to be performed with life balance considerations.

Compensation:

The pay range is $20 to $24 per hour depending on experience.

Benefits:

Paid Time Off, medical benefits, flexible schedule, and 12 paid Federal Holidays.