Administrative Coordinator

Job Description

We are looking for a detail-oriented Administrative Coordinator to join our team on a contract basis in Rancho Cordova, California. In this role, you will provide essential administrative support across multiple departments, ensuring smooth operations and effective communication. This position is ideal for someone who thrives in a collaborative environment and is eager to learn and master new technologies to enhance productivity.

Responsibilities:

• Support membership staff with onboarding processes, dues renewal management, and maintaining accurate member records within the database.

• Assist in administrative tasks related to continuing education programs, ensuring timely coordination and support.

• Execute assigned responsibilities for the annual tax seminar, including preparation and logistical support.

• Process accounts payable and incoming payments under the guidance of the Senior Accountant, and provide additional financial support as needed.

• Prepare and distribute administrative reports and communications under the supervision of the Executive Vice President, ensuring accurate dissemination of information to volunteers statewide.

• Manage incoming mail, process product orders from the website, and ensure timely fulfillment.

• Collaborate with the Executive Vice President to oversee all aspects of office management and staff coordination.

• Utilize various technology tools such as Microsoft Office, Adobe Acrobat, and cloud-based platforms to streamline administrative workflows and maintain consistent formatting.

• Maintain effective communication and coordination with team members as part of a remote work environment.

• Ensure adherence to organizational standards of courtesy, respect, and patience in all interactions.• Intermediate proficiency in Microsoft Office, including accurate use of grammar, punctuation, and formatting tools.

• Basic familiarity with association management systems such as the iMIS database, with a willingness to learn and master its functionality.

• Experience with Adobe Acrobat for creating PDFs, fillable forms, and recordkeeping notes.

• Comfort with cloud-based tools, including Microsoft Teams, SharePoint, and Windows Virtual Desktop.

• Strong organizational skills with the ability to prioritize tasks and manage schedules independently.

• Effective communication and collaboration skills, especially in a remote team setting.

• Process-oriented mindset with the ability to conceptualize workflows and seek clarification when necessary.

• Previous experience in administrative assistance, data entry, database management, and accounts payable tasks.

Fully remote