Office & Membership Coordinator
Position Summary
The Pullman Chamber of Commerce is seeking an organized, personable, and detail-oriented Office & Membership Coordinator. This combined role serves as the first point of contact for the Chamber, including welcoming visitors, answering phones, and managing daily office operations. This role owns all membership correspondence, administration, and event logistics for ribbon cuttings, luncheons, etc. The ideal candidate is comfortable balancing front-desk responsibilities with membership administration, enjoys interacting with the public and local businesses, and can work independently in a fast-paced, small-office environment.
Reports To: Executive Director
Key Responsibilities
Front Desk & Office Support
- Cheerfully greet members, visitors, and guests as the first point of contact for the Chamber and Visit Pullman, embodying the welcoming spirit of Pullman.
- Assist customers with retail purchases.
- Answer and direct incoming phone calls promptly and professionally.
- Maintain a clean and organized front desk and reception area.
- Manage office correspondence, including sorting and distributing mail and packages.
- Assist with scheduling appointments and meetings, including managing the conference room calendar.
- Work with the bookkeeper to provide routine information needed for them to complete tasks.
- Manage the bulk mailing process.
- Coordinate Membership lunches monthly, including scheduling venue, catering, attendance, and any other logistics.
Membership Coordination
- Serve as the sole point of contact for membership correspondence - applications, renewals, billing questions, and general inquiries - maintaining records and tracking membership reports.
- Develop and maintain proficiency with the Chamber's membership management software, ChamberMaster.
- Support the Executive Director in membership recruitment and networking efforts.
- Handle questions, information requests, and complaints regarding membership.
- Assist with membership database analysis and preparation of membership reports.
- Oversee regular membership outreach and support, including sponsorship requests and following up on billing matters such as past-due invoices.
- Distribute materials to new members and prospective businesses, and follow up on leads in person, by phone, or by email.
- Identify and support outreach to prospective new members; help maintain relationships with existing members to support retention and satisfaction.
Events & Communications Support
- Own event logistics for the Chamber's signature event, Cabaret - including organizing RSVPs, sending reminders, coordinating day-of details, and creating post-event surveys.
- Provide day-of support at the Chamber's three major Tourism events (4th of July, National Lentil Festival, and Holiday Fest), focusing on operational tasks such as registration, materials, and volunteer coordination.
- Coordinate with the Communications Coordinator to publish social media content and distribute routine member email communications (i.e., membership eNewsletter).
Qualifications
- 1–2 years of experience in an administrative, customer service, or membership/account management role.
- Experience working in an office or professional environment.
- Well-organized with keen attention to detail.
- Excellent written and verbal communication skills.
- Ability to operate independently with minimal supervision while also working well as part of a small team.
- Proficient with Microsoft Office, including Word, Excel, and Outlook.
- Experience with Constant Contact, WordPress, Canva, and/or ChamberMaster a plus.
- Confident, enthusiastic, and comfortable engaging with the public and local business community.
- Associate's or bachelor's degree in business management, communications, marketing, or a related field preferred, but not required.
Knowledge, Skills & Abilities
- Strong interpersonal skills with the ability to build positive relationships with members, visitors, and community partners.
- Adapts quickly to new situations and takes initiative to track down answers or solutions when faced with unfamiliar questions.
- Ability to handle confidential information in a trustworthy manner.
- Superb organizational skills and the ability to manage multiple priorities in a fast-paced setting.
- Familiarity with, and willingness to abide by, Chamber policies and procedures.
Other
- This position may require occasional attendance at early morning, evening, or weekend Chamber events.
- Occasional days doing physical work outside to set up for community events will be necessary.
- Full time; occasional overtime will be necessary when putting on events.
Pay: $23.00 - $26.00 per hour
Benefits:
- Health insurance
- Paid time off
- Retirement plan
Work Location: In person
