Office Manager
OFFICE MANAGER
INCUMBENT: - - - - -
REPORTS TO: - - - -
JOB VISION:
The Office Manager is the smile at the front door. You are the very first contact many of our businesses, members and potential members will have. Whether it is on the phone, in person or through an email, the Office Manager is the face and the first smile many will see.
JOB DESCRIPTION:
To act as the Office Manager for the Chamber of Commerce. This position will be the first point of contact to all members, visitors calling, entering, or writing the Chamber offices. To help create order, professionalism and efficiency throughout the office and Chamber programs.
KEY RESPONSIBILITIES:
GENERAL DUTIES:
The statements below are intended to describe the general nature and level of work being performed by people assigned this classification. They are not to be constructed as an exhaustive list of all job duties performed by personnel so classified.
MEMBERSHIP | The Office Manager will be the first point of contact when members call the Chamber Offices. He/she must have excellent communication skills and maintain a positive and friendly attitude when working with members and potential members. The Office Manager will work to get the member to the correct staff person.
EVENTS | The Office Manager will also help at most of the events and programs. Depending on the event, you will work with key staff members at the specific event.
SPECIFIC DUTIES:
BUDGET & FINANCE
INVOICING | The Office Manager, in consultation with the President and Vice President, will invoice the members for their membership investments, past-due invoices, events and programming invoices and other invoices as needed. Knowledge of QuickBooks is a plus!
ACCOUNTS RECEIVABLE | The Office Manager, in consultation with the President, will receive member payments for all aspects of the Chamber. You will coordinate with the President and the Chamber’s Bookkeeper on deposits. Knowledge of QuickBooks is a plus!
ACCOUNTS PAYABLE | The Office Manager, in consultation with the President, will work to send all Accounts Payable information. Once completed, the Office Manager will provide CEO with timely information to write checks and pay bills. Knowledge of QuickBooks is a plus!
COMMUNICATIONS
CORRESPONDENCE | The Office Manager will send requested relocation packets. He/she will also stuff, mail and send correspondence that will include billing, thank you cards, and other correspondence. The Office Manager will be responsible for responding to the Chamber’s “info” email account. This account may require the Office Manager to forward the message on to the appropriate staff member.
OTHER COMMUNICATIONS | The Office Manager will coordinate other communications items as assigned. This may include, but not be limited to, Friday Forecast, social media posts, news releases, and other communication items as assigned.
MEMBERSHIP
MEMBERSHIP DATABASE | In consultation with the Membership Manager, the Office Manager will help update and enter member information into the ChamberMaster Database. This will include email correspondence and member phone calls.
MEMBERSHIP DISPLAY | In coordination with the Membership Manager, the Office Manager will maintain the in-office display case. He/she will verify the membership display only shows members in good standing and at the proper membership level.
OFFICE MANAGEMENT
FRONT OFFICE | The Office Manager will facilitate the routine organization, order and cleanliness of the office. This will include the organization of the supply closest. From time-to-time the front office area may need extra cleaning. The Office Manager will ensure the doors are open and our members and businesses can enter the Chamber during normal business hours.
SUPPLIES | The Office Manager will oversee ordering all supplies as requested by staff. Through consultation with the President and within the Chamber budget, the Office Manager will work to make sure all needs are met.
CONFERENCE ROOM | The Office Manager will coordinate the usage of the Conference Room. This will include maintaining a “Conference Room Calendar” and ensuring Chamber Staff has the room for all the dates they will need.
POSTAGE | The Office Manager will pick up mail from the postal box in the lobby. The Office Manager will open all mail addressed to the Chamber (and not to an individual). If there are any checks for payment of any kind, the Office Manager will stamp and log the checks.
SPECIFIC SKILL REQUIREMENTS
- Must be able to type between 50 and 80 words per minute.
- Proficient in Microsoft Suite | Particular emphasis on Word, Excel and PowerPoint.
- Ability to learn online programs and databases. The Chamber’s membership database is currently ChamberMaster.
- Knowledge of QuickBooks and Bookkeeping is important.
- Knowledge of Constant Contact is a plus.
- Must be able to multi-task and handle multiple deadlines simultaneously.
- Ability to stay positive, calm and handle a fast-paced environment.
GENERAL RESPONSIBILITES:
- Understand and adhere to the policies set forth by the Employee Handbook.
- Practice exceptional customer service and teamwork at all times.
- Attend weekly staff meetings.
- Work at all fund-raising events.
- Work all select membership events.
- To be alert to things that needs to be done, and without being asked takes the initiative to get them done. Some of these tasks or activities will not be listed as part of the position description.
- Other responsibilities as assigned with a smile and a sense of humor.
PAY SCALE | $35,000 - $40,000
Medical
Dental
Vision
Paid Time Off
Holidays
Contact Andrea Kornegay, Vice President at andrea@cedarparkchamber.org
