Office Coordinator
📣 We're Hiring! Join the Windsor Chamber of Commerce and Visitors Center
The Windsor Chamber of Commerce and Visitors Center is growing — and we’re looking for an Office Coordinator to grow with us! If you're energetic, organized, and passionate about supporting local businesses and promoting the beauty of Sonoma County, we want to hear from you.
The Windsor Chamber of Commerce is expanding and we're looking for a detail-oriented, energetic Office Coordinator to support our team. If you're organized, focused, and passionate about customer service, local business, and community pride — this could be the perfect role for you.
To apply, send resume to Neysa Hinton, Executive Director at Neysa@WindsorChamber.com.
Description:
The Office Coordinator carries out the day-to-day operations of the Windsor Chamber of Commerce and Visitors Center by performing a range of administrative, financial, and support tasks. This role is a key member of the Chamber staff and is responsible for implementing modern office procedures and providing exemplary customer service resulting in excellent programs, high membership retention, and increased efficiency of the organization.
- The Office Coordinator manages the office functions, maintains the membership records, coordinates informational services, and provides staff support for Chamber projects and events.
- The Office Coordinator coordinates administrative activities, which require frequent contact with members, the public and other organizations. The Office Coordinator functions with administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on members, costs, and/or quality of service.
- The Office Coordinator is expected to conduct correspondence for the organization based on general instructions from the Executive Director.
This is a part-time position, 24 hours per week. Commitment to an in-office presence during the core office hours of 8:30am – 4:30pm M-F is required. Pay Range: $21.00 to $26.00/hr
Duties & Responsibilities:
Office Operations
• Operates computer and office support software. Uses various software applications, such as spreadsheets, customer relationship databases, and graphics packages to assemble, manipulate and/or format documents and reports. Backs up data on a regular basis and maintains computer systems.
• Analyzes operating practices such as record-keeping systems, forms control, office layout, provides feedback for creating new systems, or revising established procedures. Makes suggestions to increase productivity to improve performance.
• Oversees Chamber and Transit sales in the Visitors Center. Balances petty cash. Administers Certificate of Origin documentation as needed. Maintains daily log of visitor information contacts and requests. Maintains historical files and public-access documents
• Reviews and suggests updates for employee handbook and creates and/or maintains other policy and procedure documents. Membership Services, Support, and Communications
• Responsible for incoming phone calls, voice mail, and e-mail.
• Assists in updating the Chamber website and membership databases, community information, master calendar of meetings, events, and other functions.
• Sends invoices for membership dues and routine communications for aging and overdue accounts.
• Assists in writing, collating, production, and distribution of Chamber publications Administrative Support
• Attends all meetings of the Board of Directors of Windsor Chamber of Commerce and Visitors Center and serves as recording secretary at the pleasure of the Board. Provides other Board support duties as required.
• Assists the organization’s HR and finance functions. Assists the Executive Director with HR functions by maintaining job descriptions and scheduling interviews, exit interviews, on-boarding, and termination documents for employees.
• Supports administrative duties for Chamber events such as member luncheons, networking events, educational seminars, quarterly and annual fundraisers, and annual meetings.
• Coordinating paid and volunteer staff to insure coverage of office and Visitor Center hours. Assists the Executive Director to comply with terms, conditions, and expectations of the Town of Windsor and County contracts to provide visitor information services, including record keeping, reporting, and invoicing to fulfil grant requirements.
Education and/or Experience
• 2-5 years’ experience in an administrative, office-based, secretarial, or customer-facing work experience role; non-profit background is a plus Required Knowledge, Skills, & Abilities
• Professional, service-driven, and well organized • Skilled in professional customer service
• Excellent communication skills (both oral and in writing)
• Proficiency in office software systems like Microsoft Outlook, Word and Excel. Experience with CRM software and email marketing platforms; basic knowledge of IT system function including internet, wi-fi, external hard drives and data back-up systems.
• Experience with graphics software like Canva is desirable
• Basic accounting skills and some experience with QuickBooks/QuickBooks Online is helpful
• Ability to work effectively with a cross-section of people
• Ability to perform consistently in a multi-tasking and deadline-driven environment with reliability and discretion Physical Requirements Ability to lift up to 25 lbs. Frequently sits, stands, and walks. Occasionally twists/turns, bends, kneels, and reaches overhead. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus. Work Environment
• This job primarily operates in a professional office environment. Dress code is business casual.
• The Chamber offices and Visitors Center are a fragrance-free zone Other Duties This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.
Duties, responsibilities, and activities may change at any time with or without notice.
