Office Manager

The Midlothian Chamber is the catalyst for economic growth for our members and the community through advocacy, education, and community enhancement.​

Position Overview:

The Office Manager oversees the daily operations of the Midlothian Chamber of Commerce, ensuring the smooth execution of our administrative functions. This individual will work closely with the President, staff, and volunteers to implement the Chamber’s strategic plan, support members, and enhance the Chamber’s role as a vital community resource.

Key Responsibilities

• Prepares all correspondence for mailing, including securing necessary approvals and signatures.
• Manage daily operations of the Chamber office, including facilities management, vendor relationships, and administrative functions.
• Prepares all Chamber meeting notices, agendas, bulletins, and/or any other printed materials required.
• Coordinates office maintenance and repairs with the leasing agent, including printers, phones, computers, etc.
• Evaluate and enhance technology infrastructure to optimize operational efficiency.
• Answers phones and emails from members, visitors, and potential businesses. Be able to tell them about Midlothian and The Chamber.
• Orders office supplies, including toner, paper, kitchen supplies, and general supplies.
• Maintain current knowledge of overall chamber office policies, procedures, and practices affecting all programs, activities, and personnel.
• Supports the President & CEO with creating calendar invites for meetings, including committee meetings, board meetings, events, etc.

Financial Management:

• Maintain all accounting records, including accounts payable and accounts receivable.
• Provide monthly member financial reports and analysis to the President & CEO.
• Send membership invoice renewals, follow-up invoices, and/or statements each month.
• Enters and records payments to invoices accurately and in a timely manner into MC Trade.

Membership Services:

• Assist with onboarding and retaining Chamber members by ensuring excellent service and engagement.
• Collaborate on initiatives to grow membership and increase member participation.
• Coordinate member engagement activities, including networking events and member appreciation programs.
• Communications Strategy:
• Develop and execute comprehensive communications plans to promote Chamber initiatives, events, and programs.
• Ensure consistency in messaging and branding across all communications materials.
• Member surveys

Qualifications

• Familiarity with general accounting principles, including bookkeeping and financial reconciliation.
• Understanding of nonprofit or chamber-specific financial procedures is a plus.
• Proficiency in accounting software, QuickBooks.
• Strong understanding of current marketing trends and digital platforms.
• Experience with CRM/membership management systems (e.g., MC Trade) for tracking payments and member accounts
• Advanced skills in Microsoft Excel for managing financial data, creating reports, and reconciling accounts.
• Strong accuracy in processing invoices, payments, and reconciling accounts.
• Experience managing member billing cycles, including sending invoices, tracking dues, and following up on delinquent accounts.
• Providing clear, professional communication to members regarding payments and resolving billing inquiries.
• Must have access to reliable transportation.
• Must possess time, resource, and project management skills.
• Organize work and manage various details.
• Present a professional appearance, demeanor, and attitude.
• Committed to maintaining the highest sensitivity to professional ethics and cultural diversities, treating everyone equally and respectfully.

Application Requirements

To apply, please submit your resume and a cover letter detailing your relevant experience and vision for the role. Additionally, we request if possible, candidates to include results from a personality assessment, such as a DISC assessment, or other relevant tools that provide insight into your interpersonal skills and work style.

Why Join Us?

At the Midlothian Chamber of Commerce, you will play a pivotal role in enhancing our community’s business landscape. We offer a collaborative work environment, opportunities for professional growth, and the chance to make a meaningful impact.

Job Type: Full-time

Pay: $40,000.00 - $45,000.00 per year

Benefits:

• Flexible schedule
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Accounts receivable: 2 years (Required)

Work Location: In person

Salary : $40,000 - $45,000