Memberships Coordinator

Overview

The Coordinator for the Memberships Team provides essential support for the smooth functioning of the department, ensuring efficient operations and exceptional service to members. This role includes managing administrative tasks, maintaining membership records, and assisting in event planning. The Coordinator will work closely with membership and visitor services teams to enhance member satisfaction and improve membership processes.

• Provide day-to-day administrative support to the memberships team, including managing team calendars, scheduling team meetings, and preparing documents.
• Assist in tracking and processing membership payments, renewals, and new applications.
• Monitor and manage the department’s email inbox and phone line, ensuring prompt and professional responses to member inquiries.

• Maintain accurate membership records in the CRM system, including updating contact information, tracking membership status, and processing renewals.
• Generate membership reports, such as renewal rates, acquisition metrics, and event participation, to support department strategies.
• Ensure data integrity and accuracy, performing regular audits of membership records.
• Coordinate and send regular member reminders such as renewal reminders, event invitations, and thank-you letters.
• Respond to member queries in a timely manner.

• Support in the planning and logistics of membership events, including RSVPs, venue setup, and on-site member check-ins.
• Coordinate with event vendors and volunteers to ensure smooth event operations.
• Gather post-event feedback from members to help improve future event experiences.

• Track membership revenue and expenses, assisting with the preparation of financial reports for the memberships team.
• Help manage the memberships team’s budget by maintaining records of expenses related to events, communications, and other activities.
• Work with the finance team to process invoices and ensure accurate billing and payment records.

• Work closely with the Head of Memberships to identify opportunities for improving administrative processes.
• Provide general support for special projects as assigned by the Head of Memberships, including research, data entry, and project tracking.

• Bachelor’s degree in mass communication, public relations, or a related field.
• 1-3 years of experience in an administrative role; experience in a museum, membership organization, or non-profit is a plus.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with CRM or membership management software is a plus.

• Positive, proactive, and flexible attitude, with a commitment to supporting the organization’s mission and enhancing member experience.