Operations & Administrative Coordinator

Position Summary

The Operations & Administrative Coordinator provides administrative, operational, and event support to the Eastern Panhandle Board of REALTORS® (EPBR). This position is responsible for front-desk operations, member communications, meeting and event preparation, recordkeeping, and general office management.

The ideal candidate is organized, dependable, detail-oriented, professional, and comfortable communicating with members, committee volunteers, instructors, vendors, and the public. This position requires the ability to manage multiple responsibilities, meet deadlines, and provide excellent customer service while supporting the Board’s mission and activities.

Essential Duties and Responsibilities:

Office Administration and Customer Service

·        Answer incoming phone calls, respond to emails, and provide front-desk reception and customer service.

·        Receive, sort, and distribute incoming mail.

·        Order office supplies and maintain an organized, professional office environment.

·        Assist with general office upkeep.

·        Manage incoming requests and direct inquiries to the appropriate staff or committee members.

·        Accept and process payments over the phone for events and classes.

Member Communications and Support

·        Prepare and distribute email blasts regarding upcoming events, classes, deadlines, and organizational notifications.

·        Send committee agendas, meeting minutes, reminders, and other communications to committee members.

·        Assist members with registration for classes, events, and other association activities.

·        Create invoices and send them to members for event no-show fees, when applicable.

·        Send payment reminders approximately 15 days after invoicing and a final reminder shortly before the due date.

·        Maintain accurate attendance records for classes, meetings, and events.

Meetings and Committee Support

·        Attend assigned committee meetings and other meetings as needed.

·        Prepare meeting materials, take minutes when required, and gather information for upcoming events and activities.

·        Upload agendas, minutes, and related documents to Dropbox.

·        Create Board of Directors folders and committee reports for review.

·        Manage the Board calendar, including scheduling meetings, events, and other organizational activities.

·        Set up conference rooms for Board of Directors meetings, committee meetings, Lunch & Learns, continuing education classes, and other functions.

·        Prepare refreshments, coffee, and other meeting necessities as needed.

Marketing and Communications Coordination

·        Coordinate marketing requests, flyers, website edits, and promotional materials.

·        Coordinate with committee chairs and staff to gather event details, content, and information needed for marketing.

·        Ensure event announcements and member notifications are distributed in a timely manner.

Event Planning and Coordination

·        Inquire and book venues for association events.

·        Assist with obtaining sponsors for upcoming programs and events.

·        Attend most after-hours events and assist with setup, cleanup, registration, and sign-in as needed.

·        Prepare conference rooms and event spaces.

·        Coordinate catering setup at the Board office.

Continuing Education Administration

·        Coordinate continuing education (CE) classes, including scheduling, instructor coordination, and class preparation.

·        Register members for classes and events.

·        Maintain class attendance records and submit attendance information through RAMCO.

·        Record members’ Code of Ethics and Fair Housing course completions in RAMCO.

Financial and Recordkeeping Support

·        Create and maintain invoices for event-related charges.

·        Process payments received over the phone for classes and events.

·        Maintain accurate class registrations, attendance records, and member participation information.

·        Organize and maintain electronic documents, including meeting agendas, minutes, committee reports, and other association records.

·        Follow established procedures for maintaining accurate and confidential records.

Qualifications and Skills

·        Strong organizational skills and attention to detail.

·        Excellent written and verbal communication skills.

·        Professional, courteous, and service-oriented demeanor.

·        Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.

·        Proficiency with email, Microsoft Office or comparable productivity tools, and online scheduling systems.

·        Ability to learn and utilize association management systems, including RAMCO, Dropbox, and Trello.

·        Ability to coordinate meetings, events, classes, and communications independently.

·        Strong interpersonal skills and the ability to work effectively with members, volunteers, vendors, instructors, and staff.

·        Dependability, flexibility, and willingness to assist with occasional evening events.

·        Ability to maintain accurate records and handle confidential information appropriately.

Work Environment and Physical Requirements

·        Work is primarily performed in an office environment.

·        Occasional evening attendance at association events is required.

·        Some local travel may be necessary for event coordination or other association activities.

Position Expectations

·        Maintain a professional and welcoming environment for members and visitors.

·        Complete assignments accurately and within established deadlines.

·        Communicate effectively with staff, leadership, committee chairs, and members.

·        Demonstrate initiative, flexibility, and a willingness to support the overall needs of the association.

·        Represent EPBR professionally at meetings, classes, and events.

·        Support the Board’s commitment to member service, engagement, and organizational effectiveness.

Compensation: Salary range $54,080-$58,240

To be determined based on the candidate’s experience and qualifications.