Administrative Coordinator

1 week ago

Cincinnati, Ohio, United States Home Builders Association of Greater Cincinnati Full time
Job DescriptionJob Description

The Home Builders Association of Greater Cincinnati is a dynamic membership based professional organization of builders, developers, remodelers, and related businesses who aspire to be on the leading edge of homebuilding through networking, education, and industry advocacy.

We are currently seeking a detail-oriented and proactive candidate to provide administrative support including answering and routing incoming calls and emails, acting as a receptionist for visitors/special events, maintaining committee and membership databases, data entry for payables/receivables and performing all administrative duties as directed by the Executive Director and staff.

The Administrative Coordinator will be responsible for managing the day-to-day administrative functions of the Association, with a focus on payables/receivables. This role requires a high level of accuracy, excellent organizational skills, and the ability to work independently as well as part of a team.

KEY RESPONSIBILITIES

ACCOUNTS PAYABLE

  • Process invoices and ensure proper coding.
  • Enter and maintain accurate records of all payables transactions.
  • Prepare and process payments (checks, ACH).
  • Reconcile vendor statements and resolve discrepancies.
  • Maintain vendor files and ensure compliance with company policies.

ACCOUNTS RECEIVABLE

  • Generate and send out invoices to members.
  • Record and enter payments.
  • Follow up on overdue invoices and manage collections process.
  • Reconcile accounts receivable transactions and resolve discrepancies.

GENERAL ADMINISTRATIVE DUTIES

  • Serve as the primary staff person in answering incoming calls and emails promptly and courteously, providing assistance to callers/emailers, forwarding calls/emails to proper individuals/organizations and taking complete and accurate messages as necessary.
  • Greet visitors in a pleasant, business-like manner and assist with questions or problems or direct them to the appropriate staff for assistance.
  • Manage and maintain all aspects of association membership records and membership database, including, but not limited to, processing membership applications, membership dues billing, and internal and external membership reports.
  • Keep the reception area, common work area, conference rooms and kitchen organized, well supplied, and tidy.
  • Maintain all office supplies, contacts service personnel as necessary for office equipment repair and maintenance.
  • Assist with operation of association's major events, such as membership meetings, special events and Home Shows, etc.
  • Prepare meeting/event material as directed by staff.
  • Sort incoming mail and ensure outgoing mail is either picked up or delivered to the post office.
  • Perform other duties as directed by the Executive Director of the Association.

QUALIFICATIONS

  • High school diploma or equivalent required; associate's or bachelor's preferred.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and accounting software (QuickBooks).
  • Strong attention to detail and accuracy.
  • Excellent organizational and time management skills.
  • Ability to handle confidential information with discretion.
  • Strong communication skills, both written and verbal.
  • Motivated, self-starter.

BENEFITS

  • Competitive salary.
  • Health and dental insurance.
  • 401k with company match.
  • Paid time off and holidays.
  • Friendly and supportive work environment.

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