Office Manager & Membership Relationship Coordinator

Background

The Basalt Chamber of Commerce (BCC) is a 501(c)6 nonprofit focused on supporting the business community in the mid-Roaring Fork Valley and beyond. The chamber is a membership-based organization, predominantly supported through member investment in the form of annual dues. The organization also receives funding for tourism and marketing-based initiatives to promote Basalt and the surrounding area.

The BCC’s strategic areas include three distinct, yet connected roles, outlined as follows: 

• Chamber of Commerce (50%); 
• Economic Vitality and Support (20%); 
• Tourism Development (20%);

The final 10% of the BCC’s efforts are spent on Operations. 

About the role

This is a full-time, non-exempt position at 32-35 hours a week, and is under the supervision of the President/CEO. The ideal candidate will serve as the right hand person for the President/CEO, complementing her skills and experience. The chamber staff is small – including this position, the organization is a staff of two, so there is a need to balance out each other’s strengths and weaknesses to form a cohesive team.

The small nature of the organization means that there are ample opportunities for growth and leadership, including taking on ownership of projects as one’s experience grows. Ultimately the position is what the employee makes of it, and is intended to evolve over time and as the employee progresses in the role.. There is the potential to expand the job into a full-time role, as budget and needs allow.  

This position requires the employee to be nimble and flexible, as well as comfortable being in a frontline role. There is no “regular” day at the Chamber; some days there is an event, and other days you may get interesting phone calls from a prospective out-of-state visitor. The role changes with the seasons, offering variety depending on the time of year. Occasional evening hours may be required. 

The Office Manager supports the Chamber in its three main roles and is responsible for administrative, membership, and managing the day-to-day operations, including supporting the Bookkeeper and President/CEO and assisting with the programs, activities, and functions of the chamber. Given the nature of the role, this is an in-office position, as much of the job requires being physically present to assist members, visitors, and staff. 

The hourly rate for this position generally ranges between $25-30/hour.

Objectives of this role

• Oversee the member and visitor experience, ensuring a personal, friendly experience for anyone engaging with the chamber;
• Ensure peak organizational operations, including identifying and executing preventative measures as needed;
• Implement established policies and procedures, measure outcomes against standards, and improve operational flow when identified;
• Cultivate meaningful relationships with chamber members and stakeholders;
• Oversee office interactions, responding to requests and questions

Job Duties

What follows is a sampling of what this position may do, however the duties and responsibilities may evolve based on the experience and skills of the individual hired. Additionally, the work of the organization continues to evolve so the chamber’s work plan today may not be the same as the work plan a year from now. As a small team, the chamber staff typically blends a “divide and conquer” and a collaborative work approach to get tasks completed.

Customer Service

• Responsible for providing chamber members and visitors with the best experience and the highest level of customer service; 
• Develop and implement policies and procedures for tracking and responding to inquiries and complaints.

Chamber membership

• Work with President/CEO to keep member information updated and accurate; maintain member files within ChamberMaster (our database);
• Promote membership services and opportunities; 
• Process new member applications and assist with membership renewals;
• Coordinate, promote and manage the execution of Chamber events; 
• Prepare reports on membership and other activities as requested by the President
• Serve as committee liaison: preparing agendas, attending meetings, taking minutes, etc.
• Assist members with marketing and advertising needs utilizing the Chamber’s resources, engage members through committee or program participation, develop prospective members;
• During Chamber Ski Pass season – assist with the verification of eligibility process, answer chamber member questions, ensure compliance with ASC program guidelines, and collect payment as needed. 

Office Management

• Responsible for the management of daily operations of the Basalt Chamber’s office and Visitor Center, overseeing the day-to-day activities of the office as the main point of contact in the reception area, providing office coverage, including answering phones, greeting guests, data entry, and updating files, etc.;
• Ensure office efficiency by maintaining professional appearance of common areas, overseeing and maintaining office equipment for uninterrupted function, identifying and fulfill office supply needs, maintaining and managing vendors, and coordinating food delivery as needed;
• Provide direct Chamber administrative support as needed, including handling correspondence (phone/email/in-person), managing filing systems (digital and physical), scheduling appointments, meetings and events, and mailing and shipping packages;
• Triage, and appropriate escalate, issues for timely resolution and minimal disruptions.

Marketing and Communication

• Support marketing efforts and advertising initiatives including print, radio, and digital media advertising;
• Create and manage electronic communications to members, including e-newsletters and electronic invitations using Constant Contact & ChamberMaster; 
• Assist with developing content for the Chamber website, social media and email newsletters in coordination with the President/CEO;
• Prepare and send prospective and new membership packets. 

Qualifications

• Two years of experience in an office setting performing complex administrative functions, OR any combination of education and experience which produces the required knowledge, skills and abilities;
• Previous customer service experience – passion for helping others and finding solutions, even under challenging circumstances;
• Proficient in the use of computer technology; such as Microsoft Office and Google Workspace applications, with an aptitude to learn new software and systems;
• Excellent communication and interpersonal skills necessary to effectively interact with staff, members, Boards, committees, government agencies and the public. Using tact, discretion, initiative and independent judgment within established guidelines;
• Ability to work as a member of a team that performs a variety of recurring tasks interspersed with research, analysis and special projects;
• Ability to analyze and verify information from complex forms and reports;
• Ability to organize work and set priorities, meet critical deadlines and follow-up on assignments independently;
• Ability to apply logic to solve problems and accomplish tasks, and to interpret and communicate policies and procedures;
• Demonstrate integrity, dependability, responsibility, accountability, self-awareness, work ethic and empathy. 

Preferred Qualifications

• Previous experience in a nonprofit or public sector setting
• Bachelor’s degree
• Knowledge of Google applications
• Advanced computer skills and experience with online platforms, including social media and WordPress
• Experience using graphic design software such as Adobe Creative Suite – a plus
• Familiarity with and/or enthusiasm for the business community
• Bilingual – a plus
• Ability to handle confidential information
• Experience developing internal systems – a plus
• Mac experience – a plus
• Eagerness to learn

Time commitment and compensation

The Colorado Equal Pay for Equal Work Act requires employers in the state of Colorado to disclose the following information. The hourly rate for this position generally ranges between $25-30/hour. This range is an estimate, based on potential employee qualifications, operational needs and other considerations permitted by law. An offer above the hiring range may be made depending upon the qualifications of the selected candidate.

Benefits

• Flexible schedule
• Paid Time Off – approximately 70 hours of Paid Time Off (PTO) annually, based on a 35 hour a week schedule. PTO is based on a prorated hourly accrual which begins at the start of employment; the greater the total number of hours worked, the more vacation time an employee occurs. The maximum for the first year of employment is 80 hours a year, based on a full-time, 40 hour a week employee. As an employee’s tenure with the organization continues, the PTO accrual rate increases as an incentive to reward longer-term employees.
• Sick time – up to 48 hours annually
• 11 Paid holidays – based on regular work schedule
• Health & Wellness –The chamber offers a Qualified Small Employer Health Reimbursement Arrangement (QSEHRA) plan
• Professional development

Work schedule

The set schedule for this role (32-35 hours a week) will be determined between the employee and the supervisor. Standard office hours for BCC employees fall Monday through Friday, between 8 a.m. to 5 p.m., and a flexible schedule may be considered. The ability to work most mornings is important. Schedules may be impacted by the timing of chamber events; for example: a Business After Hours events may run until 6 or 7 p.m., so an employee’s schedule may be altered to have a later start time the day of, or the day after the event to compensate for the evening hours. Office and visitor center hours may vary based on seasonality and demand.

Given the nature of the role, this is an in-office position, as much of the job requires being physically present to assist members, visitors and staff.