The Beaches/Councils coordinator provides administrative support for the Beaches Division and Chamber Councils. Duties include Beaches and Councils event assistance (registration, meeting prep and post-event financial reconciliation), Beaches committee and board meeting coordination, and Council meeting notifications. Reports to the Chief Member Relations Officer.
Essential duties and responsibilities
Beaches Division: • Provide support for all Beaches events and meetings, including scheduling, registration, meeting prep, post-event reconciliation, etc. This includes Beaches Mixers, Lunches, Coffee on the Coast, Beach Bash, Beaches Business Growth Series, and the Annual Expo. • Assist with scheduling and meeting prep for the Beaches Board and all Beaches committees, including the Membership Committee, Community Involvement Committee, and Public Policy Committee. • Attend Beaches ribbon cuttings, take photo when necessary and ensure it’s posted to the Chamber website as well as the Beaches Facebook page. • Assist in developing the annual department budget and help ensure all programs and functions are on budget or better than budget. • Work with the Communications Department to ensure strong marketing for Beaches events. • Manage closeout of all events including attendance and revenue. • Maintain all records of contracts and sponsorship fees and keep schedule of sponsors for the year. Coordinate with Account Managers on availability of sponsorships, contracts and payment. • Work with sponsors to ensure benefits are provided and sponsorship revenue collected. Chamber Councils: • Assist with prep and close out of all Chamber Council events, including registration, revenue, and attendance reconciliation. • Field calls for pre-registration to assist members. • Help monitor web registrations. • Enter walk-ups into database after event. • Run web council rosters monthly and send to Communications Dept. • Assist with web postings of meeting information. • Assist with annual JAX Chamber Business Expo registration process, pre-registration and on-site. Member Relations: • Assist with work overflow during peak times as able. • Attend MR specific events as needed. General Office/ Finances: • Provide Chamber and visitor information to members and visitors; field all membership-related calls; provides information about the Chamber and all its functions. • Operate all office equipment efficiently. • Answer phones, emails, and general correspondence for the office. • Prepare purchase orders, invoices and billing request sheets in a timely manner; maintain appropriate records and files. • Maintain detailed and accurate records of all financial transactions including cash deposits, credit cards and necessary trades; responsible for office petty cash; maintain receipt and reimbursement records. • Make appointments and sets meeting dates and times as needed. Coordinate office and conference room rentals, collects money and schedules as necessary. • Attend monthly All-staff and Member Relations meetings.
Education and Experience
• College degree preferred. • 3+ years of experience in program/ volunteer coordination and general office duties required.