Office Administrator

JOB TITLE:            Office Administrator

ORGANIZATION:   Columbia Chamber of Commerce

REPORTS TO:        Senior Director of Operations

ABOUT THE CHAMBER: The mission of the Columbia Chamber of Commerce is to lead our community, drive commerce in our region, and advance community and regional collaborations, thereby enhancing the quality of where we live, learn, work and play.

The Columbia Chamber of Commerce works as a convener of inclusive collaboration, champion for business and catalyst for a thriving community. We strive to foster an environment that welcomes diverse voices on initiatives to serve the entire community best. We observe the principles of community within our organization.

POSITION OVERVIEW: The Columbia Chamber of Commerce is seeking a dynamic Office Administrator to join our team, responsible for the efficient operation of our office and exceptional customer service delivery. As the first point of contact for visitors to our lobby and customers who call our main phone line, this person will serve a critical function in creating an excellent customer experience and maintaining the Chamber’s good image to the public. This person is also responsible for administrative tasks including supply management, scheduling, billing and invoicing.

DUTIES AND RESPONSIBILITIES:

• Greet and assist walk-in visitors to the lobby, which serves as both the Chamber office lobby and the Columbia Convention & Visitors Bureau Visitors Center.
• Maintain the lobby area, including opening/closing the building and stocking informational materials.
• Collect and sort mail; log checks received into billing system.
• Assemble Relocation packets and Membership Information packets and distribute as needed by mail or to lobby visitors.
• Process mass mailings, including printing and stuffing envelopes.
• Serve as primary point of contact for meeting room reservations for both internal and external groups.
• Manage office supplies and place regular supply orders for restocking.
• Assist Senior Director of Operations with accounts payable/receivable tasks and reporting.
• Assist Chamber staff with special projects as requested.
• Process monthly membership dues billing and account statements.
• Work with the Director of Membership to schedule ribbon cuttings for Chamber Ambassadors.
• Manage weekly email communication and attendance records for Chamber Ambassadors.
• Send RSVPs, reminders and sponsor communication for Chamber Board of Directors and Executive Committee meetings.
• Other duties as assigned.

QUALIFICATIONS/REQUIREMENTS:  

• A friendly disposition and commitment to excellent customer service is essential to this position. The ideal candidate will be naturally cheerful, helpful and willing to go the extra mile to assist customers in the lobby and on the phone.
• Ability to successfully manage multiple projects simultaneously and work independently.
• Strong written and verbal communication skills.
• Strong attention to detail.
• Team-minded and willing to assist with others’ projects.
• Prior experience with billing/accounts receivable preferred.
• May attend occasional events outside the normal 8-5 workday.
• Must have reliable transportation.
• Frequently transports materials with the need to lift up to 50 pounds.

The Columbia Chamber of Commerce is an equal opportunity employer.

LIMITATIONS ON MONETARY AUTHORITY: The Administrative Assistant has no power to enter into contracts or to spend or commit to spend Chamber funds without the approval of the President.