• Front Desk Receptionist/Office Manager

    San Rafael Chamber of Commerce
    Job Description
    Part-time, non-Exempt, 20-25 hours per week with flexible hours, Monday-Thursday.
    Benefits, Paid Holiday and Vacation available.


    OVERVIEW:   Friendly and professional individual in important front desk position.  Serves as a welcoming greeter to visitors to the community and as a center of communication between Chamber members, staff and local residents.  Daily contact with members of the business community. Bilingual (able to read, write and speak Spanish) preferred
     
    RECEPTIONIST/CLERICAL DUTIES:
    • Greets office visitors and receives incoming telephone calls in a friendly, enthusiastic manner; maintains a “welcome” environment in the reception area and disseminates information about the Chamber and community by telephone, mail or e-mail
    • Prepares office communications and correspondence in a timely, accurate manner; photocopies materials and mails correspondence in a timely manner
    • Sells Chamber products such as Certificates of Origin, HR posters, labels and maps, and refers Chamber member services as requested. Monitors office supply inventory and equipment and ensure that all brochure racks have current information available
    • Creates, maintains, and updates all content for front desk procedures to be included in the Front Desk Procedures Binder
     
    MEMBERSHIP- ADMINISTRATIVE TASKS:
    • Responsible for all Membership-related tasks, the Front Desk position must become proficient in Chambermaster database to handle all updates, postings, and other required database tasks as needed 
    • Processes all new member applications, including database entry, payment postings, and creating a paper trail for all intended staff
    • Reviews/manages member calendar and news items to the website
    • Prepares active membership labels for purchase when requested
    • Maintains awareness of membership benefits and directs specific questions to Director, Member Relations and Programs. All membership calls are streamlined through Front Desk. Screens new member prospects and directs them to Membership either via voice mail or email when needed
    • Front Desk is responsible for updating all membership information (phone numbers, new address, website, contacts, etc) into Chambermaster database.
    • Mail out at the beginning of each month the Welcome New Member postcard from the staff
    • Prepares 9 month call list, aging report and Chair letter at beginning of each month
    • Keeps the Member 2 Member deals updated on the website and hard copy for Membership team
    • Ensures that all committee meetings are current in internal outlook calendars
     
    SPECIAL EVENT/MARKETING ASSISTANCE:
    • Coordinates monthly Board meetings, and makes meal arrangements (when/if in person meetings resume)
    • Coordinates quarterly meet-ups with assistance from Member Relations Director
    • Assists at monthly lunch meetings, mixers (when/if in-person resumes) and other Chamber special events such as the Business Showcase as requested by CEO
    • Send e-blasts to Board and Ambassadors and other members as requested by CEO regarding Chamber events and programs including ribbon cuttings
    • Processes online event registrations and maintains accurate guest list. Coordinates directly with Director, Communications and Events on events
    • Assists with other event related activities as needed by CEO
     
    MEMBERSHIP - FINANCIAL TASKS:
    • Responsible for full process of all incoming checks, cash and credit card transactions into office; processes credit cards and prepares daily credit card reconciliation log; processes batch card reconciliation on the last day of the work week. Full process begins with logging in payments, posting to Chambermaster, stamping checks and making copies of payments, as well as providing paper trail to key Staff 
    • Processes monthly billing and ensures all invoices are organized, signed, and then mailed out in a timely manner.
    • Assists with weekly deposits
    • Handles the organization of the EFT (Electronic Funds Transfer) membership dues along with help from the CEO
    • Processes membership renewals, prepares member renewal letters, drop letters and past due invoices and mails out on a monthly basis
    • Processes event reservations and payments
     
    QUALIFICATIONS:
    • Data accuracy is key to this position
    • Experience with content management systems and data processing software such as Chambermaster
    • Strong multi-task skills, handling multiple phone calls and projects with composure, accuracy and tact
    • Able to type 40+ words per minute, and be proficient in Microsoft Office Products (Word, Excel, Outlook and Power Point); proficient with internet usage
    • Good verbal communication skills, including good listening skills, delivery and presentation of information in a friendly and professional manner
    • Excellent written communication skills, including attention to spelling and grammatical detail, with high proof-reading skills.
    • Strong organizational skills and ability to prioritize work load
    • Ability in following direction as well as strong follow-through on projects to completion
    • Knowledge of San Rafael and Marin County is helpful, as majority of calls received are from people requesting information about the community / county.
     
    The San Rafael Business Chamber of Commerce is an Equal Opportunity Employer and places a high value on diversity and inclusion. The San Rafael Chamber does not discriminate based on any protected attribute, including race, religion, color, national origin, gender, sexual orientation, age, physical challenge, or veteran status.
    Please submit your resume, along with a cover letter to: jwebster@srchamber.com. Qualified applicants will be contacted for a personal interview
     
    Contact Information