Elgin Area Chamber of Commerce

Reports to: Vice President of Finance and Operations
Classification: Fulltime
Schedule: M-F, 8am-4pm

Position Summary

The Elgin Area Chamber of Commerce is seeking a professional, organized, and service-oriented Administrative & Member Services Coordinator to serve as the first point of contact for members, visitors, and community partners. This position provides front-desk coverage and administrative support for the Chamber.

The ideal candidate is welcoming, dependable, detail-oriented, and comfortable managing multiple priorities in a fast-paced, member-focused environment. This individual should enjoy working with people, be proficient in Microsoft tools, and be confident learning new technology and database systems.

Essential Duties and Responsibilities

Reception and Office Administration

• Answer incoming telephone calls, respond to general inquiries, and direct callers to the appropriate resource.
• Welcome and assist members, visitors, vendors, and community partners.
• Maintain the organization’s telephone system, including recorded greetings.
• Assist with opening and closing the office.
• Maintain an organized, professional, and welcoming reception and conference area.
• Maintain and stock the reception display area with member brochures and marketing materials.
• Manage incoming and outgoing mail, including opening, sorting, distributing, and preparing mail and packages.
• Maintain company and conference room calendars.
• Assist with scheduling, document preparation, data entry, filing, copying, scanning, and other general administrative duties.
• Provide administrative support for meetings, including preparing materials and recording and distributing minutes when requested.

Financial and Recordkeeping Support

• Record and post daily payments and receivables received through various sources.
• Assist with monthly accounting mailings and other routine financial correspondence.
• Maintain accurate records and documentation.
• Assist with recording event payments and event reconciliations.
• Handle financial and organizational information with accuracy, discretion, and confidentiality.

Membership Support

• Maintain accurate membership database records for new, current, prospective, courtesy, and terminated members.
• Document member interactions and update contact, company, and membership information.
• Create reminders and tasks related to membership upgrades, benefits, and follow-up activities.
• Assist with member communications, including telephone calls, emails, mailings, and follow-up correspondence.
• Prepare membership prospect packets and new-member welcome materials.
• Post member-submitted events, news, job openings, coupons, Hot Deals, and Member-to-Member discounts to the appropriate Chamber platforms.
• Support efforts that strengthen member engagement, service, and retention.

Programs and Events Support

• Record event reservations, registrations, and payments.
• Prepare registration reports, attendee lists, name badges, and other event materials.
• Assist with event reconciliation and follow-up activities.
• Provide on-site support for Chamber programs and events, which may include ribbon cuttings, networking events, luncheons, award ceremonies, golf outings, and other special events.
• Assist with occasional early-morning, evening, or after-hours events as needed.

Additional Responsibilities

• Collaborate with Chamber staff to support organizational priorities and special projects.
• Maintain positive and professional working relationships with members, volunteers, board members, vendors, and community partners.
• Perform other duties and provide support in other areas as assigned by the Vice President of Finance and Operations.

Required Qualifications

• High school diploma or equivalent.
• Previous experience in reception, administrative support, customer service, office operations, or a related role.
• Proficiency with Microsoft 365 tools, including:
  • Microsoft Word
  • Microsoft Excel
  • Microsoft Outlook
  • Microsoft PowerPoint
  • Microsoft Teams
• Strong customer service and interpersonal skills.
• Professional telephone, email, and in-person communication skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple responsibilities, prioritize work, and meet deadlines.
• Ability to maintain accurate records and follow established procedures.
• Comfortable learning and using new technology, including membership databases, event registration systems, communication platforms, and other business applications.
• Ability to work independently while contributing to a collaborative team environment.
• Reliable attendance and punctuality.

Work Environment and Scheduling

This position works in a professional office environment and regularly interacts with Chamber members, business leaders, community partners, volunteers, and the public. Therole requires routine use of computers, telephones, office equipment, and online business systems.

Some Chamber programs and events take place outside regular business hours. The employee may occasionally be required to work early mornings, evenings, or other adjusted hours to support these activities.

How to Apply

Interested in joining the Elgin Area Chamber of Commerce team?

Please email your resume and a brief cover letter outlining your qualifications and interest in the Administrative & Member Services Coordinator position to info@elginchamber.com.

Please include “Administrative & Member Services Coordinator” in the subject line of your email.

We look forward to hearing from you!