Office Manager

HOURS: 30 hours/week off-season, 40 hours/week in-season

SUMMARY: The Office Manager will perform a wide variety of administrative work in support of the Chamber’s President. Additionally, the Office Manager position will be responsible for supporting and assisting the Chamber’s Board and various event committees.

The Office Manager plays an essential role in Chamber communications, as a vital public facing ambassador for the Chamber, working to build membership, enhance member loyalty and promote Crestline's Business Community.

Membership Services:

• Serve as a point of contact for members and the general public.
• Assist with enrollment of new members and completion of new member promotions (acknowledge new members in Newsletter, E-blast, and Social media, etc.).
• Schedule and lead quarterly new member orientations.
• Generate and send out annual billing notices and implement monthly billing option.
• Assist with monthly membership correspondence (renewal notices, thank you letters for renewing/new members, drop confirmations, and past due notices).
• Promote member renewal through e-blast and social media.
• Maintain database of current members, prospects, dropped etc.
• Educate current and prospective members on the benefits of Chamber membership.
• Conduct new member follow-up calls and/or emails within the first month to ensure receipt of member packets and answer any questions they may have about the Chamber.
• Conduct retention calls and visits to ensure that member needs are being met.
• Assist with scheduling and coordinating business mixers.

Accounting:

• Understand basic recording processes in QuickBooks.
• Prepare invoices and accurately record payment of dues, sponsorship payment, donations and other revenue into QuickBooks.
• Make and record bank deposits.
• Gather and record bills, receipts, and expenses in QuickBooks.
• Prepare checks for approved bills, within a timely manner, to be provided to the Treasurer and/or President for signatures.
• Reconcile bank statements.
• Basic understanding of reporting functionality to produce financial statements and reports as needed (e.g., GL, Balance sheets, P&L reports, etc.).

Office and Visitor Center Management:

• Maintain the board & meeting room calendar.
• Ensure the office is continuously stocked with office supplies, cleaning supplies, toiletries, etc.
• Notify Board members five days prior to a meeting and remind them of the meeting date, time and location.
• Arrive early (e.g., 15 minutes prior) to all public Board meetings to prepare for meeting.
• Complete copying and all bulk mailings as well as other various chamber mailings.
• Maintain accurate personal time sheet for timely submission prior to each pay period.
• Retrieve and act upon voicemail messages daily.
• Compile the list of R.S.V.P.s for Chamber events.
• Answer questions and provide needed resources for guests who enter the Visitor Center.
• Process payments for Visitor Center merchandise.
• Keep track of people coming into the visitor center per day

Media and Promotion:

• Prepare and implement e-blast communications highlighting chamber events, member ads, and resources for business members including a monthly Chamber update email.
• In consultation and coordination with the President and event committees, distribute press releases for key events as needed to the Chamber’s Media list.
• Assist the Board’s Social Media team as needed in coordinating social media posts.
• Coordinate with designers and printers as needed on event flyers and membership materials.
• Regularly update the Chamber websites and online calendars to ensure uniform and current content.

Events

• Track event expenses and revenue
• Facilitate information gathering, organizing, and communications (email) with events
• Manage online form responses.
• Assist in coordinating volunteers for events.Organize info into a spreadsheet retaining it for future use (i.e. volunteers, their interests, contact info, tracking their history of volunteering with us; or food vendors;parade entries; etc)
• Maintain updated lists of vendors, government contacts, performers, etc
• Maintain list of physical assets such as tables, chairs, cloths, etc
• Attend and play an active role in all Chamber events.

General Duties:

• Answer phones and emails in a professional manner and direct questions to the appropriate board member or chamber member
• Pick up mail as needed.
• Monitor use of office supplies and alert President when reorders are needed.
• Process Credit Cards as needed.
• Take an active part in Chamber functions, as well as Board and/or committee functions as assigned by the President or Committee Head
• Perform other duties as assigned by the President.

Job Type: Full-time

Pay: From $22.00 per hour

Schedule:

• Monday to Friday
• Weekends as needed

Experience:

• Admin: 1 year (Preferred)
• QuickBooks: 1 year (Preferred)

Work Location: In person

Salary : $22