JOB DESCRIPTION

Job Title: Database and Office Administrator

Reports to: Marketing Manager

FLSA Status: Non-Exempt           

Last Revised: May 20, 2019

Position Summary: The database and office administrator role is responsible for the Greater Phoenix Chamber’s customer relationship management (CRM) software (ChamberMaster), and serves as the face of the Chamber, responsible for greeting and managing guests at the main entrance of the office and for operating the telephone switchboard. This position performs a critical function in providing accurate, timely information to Chamber members and to the general public.

Essential Functions:

Front Office Administrative Support:

  • Perform receptionist duties, including greeting guests and answering incoming telephone calls
  • Provide necessary support to Chamber members and guests in a professional manner
  • Develop a strong understanding of the Chamber’s membership benefits to better answer and disseminate related inquiries
  • Maintain knowledge of Chamber events, programs, and other information to successfully manage incoming calls
  • Maintain reference materials and identify new business information sources from other agencies, governments, or private sector firms
  • Monitor and update Chamber membership records as appropriate
  • Prepare mailings of monthly invoices and statements to Chamber members
  • Compile and prepare reports, including monthly attendance records for Chamber programs and events
  • Maintain an understanding of Phoenix area organizations and our partners (i.e., Arizona Commerce Authority, Greater Phoenix Convention and Visitors Bureau, etc.) in order to correctly direct related inquiries
  • Assist other departments with meeting setups (arrange tables, setup audio visual, and copy meeting documents)
  • Provide support to Chamber staff by managing the creation of accurate statistical and analytical reports and data files
  • Ensure confidentiality of sensitive and privileged information
  • Assist with Chamber events, as needed

ChamberMaster Database Support and Maintenance:

  • Proofread and review for accuracy all new member records and update as needed
  • Process new memberships as well as cancellations
  • Maintain and manage committee rosters and activities in ChamberMaster
  • Design and prepare dashboard reports for Chamber sales personnel and management
  • Create membership lists to be used for membership retention and marketing efforts
  • Input and update events and member program information such as sponsorship logos, pictures and content daily into ChamberMaster to be displayed on Chamber’s website
  • Work with ChamberMaster data to ensure Chamber membership profiles have all appropriate marketing data such as websites, keywords and company descriptions
  • Serve as the Chamber’s subject matter expert for ChamberMaster and manage the relationship between the Chamber and ChamberMaster
  • Train Chamber staff on all ChamberMaster processes and features to include the implementation of database standards and procedures; and maintaining the integrity of the database through regular audits
  • Provide support, as needed, in the compilation of data and report analysis of new business prospects

Qualifications:

  • Ability to grasp and learn new software and procedures
  • Outstanding writing, editing, proofreading, grammar, spelling and punctuation skills
  • Excellent time management, organization, and prioritization skills
  • Ability to multitask to meet strict deadlines
  • Self-direction, tact, diplomacy, and a courteous and professional demeanor
  • Dedicated to exceptional member service
  • Self-motivated and directed with the ability to work independently and as a team member
  • Be able to anticipate needs and problem solve
  • Bachelor’s degree in business, or related field and/or 1-2 years related data maintenance/office administration, or equivalent combination of experience and training
  • Proficiency with Microsoft Office Suite. HTML/CSS and Photoshop helpful, but not required
  • Proven customer service experience and skills

HOW TO APPLY:

For immediate consideration, please submit resume, letter of interest and salary requirements via email to HR@phoenixchamber.com. Subject line should read “Database and Office Administrator.”

Posted by Jocelyn McAlpin