Job Description: Account Coordinator 

Location: Las Vegas, NV

Alternative Management has over 30 years’ experience as an association management company, providing management and administrative support to trade associations and professional non-profit organizations. Led by founder Katrina Bruce, the team at Alternative Management is composed of experienced professionals with a host of diverse skills and expertise. With a focus on the unique missions of their clients, this versatile team builds relationships while offering an extensive list of services and support to the leadership teams of non-profit associations.  

 

Our mission is to assist volunteer leaders and members in accomplishing the goals of their association, to do so in a timely manner, and with a positive attitude. Alternative Management is a company with a record of long-term success who values the relationships they have built.  

General scope of responsibilities will include, but are not limited to:  

·         Assisting Account Leaders to plan and oversee events such as golf tournaments, early morning breakfast and lunch programs, and evening networking events. 

·         Responding to inquiries about client organizations and events.  

·         Coordinating and arranging meetings, preparing the agendas for events, reserving facilities, etc.  

·         Processing client applications, information changes and updating databases. 

·         Updating events and website links.  

·         Preparing reports, name tags, sponsor signage, etc. for onsite registration.  

·         Prepares Microsoft mail merge name tags and labels. 

·         Preparing and scheduling email blasts to promote events.  

·         Maintaining the appropriate level of office supplies.  

·         Assemble, transport and move registration supplies, signage, etc. to events. 

·         Set up onsite event registration, assist clients, take payments, etc.  

·         Preparing detailed reconciliation reports and updating spreadsheets for event attendance.  

·         Other clerical duties as assigned, such as filing, photocopying, and collating.

·         Cover for reception routinely.

Client Duties: NAIOP Southern Nevada  

Events 

Monthly Breakfast, Mixers, New Member Coffees, Spotlight Awards, Golf Tournament, Bus Tour, Holiday Lunch.  

1.    Set up event in Wild Apricot, cloud based membership and event management system. 

2.    Prepare, schedule, and send emails through Wild Apricot. 

3.    Respond to questions and assist with registration. 

4.    Manage registrations for multiple events simultaneously using either Wild Apricot or Excel.

5.    Maintain monthly breakfast program name tags for 200+ attendees (alphabetizing, ribbons, etc.)

6.    Prepare name tags for all events. 

7.    Prepare reports needed onsite. 

8.    Transport registration supplies, signage, materials to and from venue; multiple boxes on cart.

9.    Attend, set up registration and signage, take onsite payments, break-down. 

10. Put away supplies. 

11. Reconcile and final reports. 

Membership 

1.    Maintain current membership in Wild Apricot. 

2.    Download reports from NAIOP Corporate portal. 

3.    Process new members including correspondence to members.

4.    Provide information about membership. 

5.    Track committee members and attendance in Wild Apricot. 

Committees 

1.    Assist Manger with meeting preparation. 

2.    Set up meeting room, Zoom and Owl.

3.    Prepare committee reports.

Skills Required

1.    Microsoft Excel – intermediate level

2.    Microsoft Word – intermediate level

3.    Microsoft Outlook

4.    Ability to learn Wild Apricot database and event management systems.

5.    Ability to prioritize and manage multiple tasks throughout the day.

6.    Demonstrates accuracy and thoroughness.

Hours

Standard work schedule is 8:00 am – 5:00 pm Monday through Friday with 1-hour lunch break. Event times vary throughout the year.

1.    Breakfast programs every month (January – October) onsite at 6:15 am.

2.    Expected to work as necessary for event preparation in the days leading to an event, including after 5:00 pm. Overtime compensation will be approved if early outing is not available in a given week.

3.    Education events and new member coffees may have report time as early as 7:00 am.

4.    Mixers may have end time as late as 8:00 pm

5.    Annual Awards program is on a Saturday evening.

6.    Annual Golf Tournament hours start at 6:00 am.