Administrative, Clerical, Support, Customer Service and Support
General Summary: The IWLA Office Coordinator provides general office and administrative support to the association. This support includes, but is not limited to, answering phones, responding to requests for basic information, stocking of office supplies, maintaining the corporate files, tabulating surveys for the association, and back up for account payables and receivables.
I. General Office
Answers incoming calls in less than 3 rings in a professional and friendly manner and announces her/her name and routes as appropriate.
Greets, verifies appointments versus drop-ins and announces visitors in the office.
Performs a weekly inventory of office and kitchen supplies. Re-orders supplies as required.
Act as backup for account payables & receivables.
Distributes incoming mail and parcels as addressed.
Monitors postage machine and bulk-mail account and replenishes the postage machine when the amount falls below $250.
Catalogs and maintains corporate records including Board and Executive Committee minutes and agendas
Assists with the general office functions (to include, but not limited to filing, duplication, faxing, preparing mailings and overnight packages) as required.
With supervisor’s approval, may perform specific clerical/administrative tasks for all IWLA departments.
Communicates both informally and formally in scheduled meetings with management, subordinates and peers.
Performs data entry in the association's database and online tools.
Maintains the appearance of the office.
Responds to general inquiries and routes requests for information to appropriate individual.
Point of contact for communicating with general office-service vendors.
Tabulates surveys for the association using SurveyMonkey or Excel.
Coordinates shipments for the IWLA Convention & Expo and other meetings, gathering all the necessary materials and maintaining records.
Provides administrative support to senior-level staff.
Drafts and prepares memos, correspondences, minutes, reports and other documents.
Coordinates calendar, appointments, conference calls, and travel arrangements as requested.
Generates and mails education invoices as required.
Provides excellent customer service to IWLA members and prospects.
Other duties as assigned.
Ability to perform the essential functions of this position.
Not-for-profit association staff experience a plus.
Minimum of two years’ relevant experience in administrative and general office support duties.
Basic knowledge of office management.
Excellent written and verbal communication skills including grammar, spelling and punctuation.
Demonstrated strong command of Microsoft Office Products including Word, Excel, Outlook, and PowerPoint.
Experience with database programs, MemberSuite a plus.
Punctual in attendance.
May be required to lift up to 20 pounds and carry it for up to 10 yards as part of packing materials for events, moving supplies to and from the storage locker and the supply center.
Maintain a professional appearance and demeanor.
Flexibility to proactively plan, prioritize and manage multiple complex projects and meet deadlines.
Strong attention to detail and ability to perform in a fast-paced environment.
Ability to work well under pressure and possesses effective problem-solving skills.
Strong team player, but able to work independently and be self-motivated.
Ability to communicate and interact with various levels of personnel, management, members and service providers.
High school diploma required. AA degree or equivalent work experience preferred.
Additional Salary Information: Employee will also be eligible for health benefits and 401K retirement plan
About International Warehouse Logistics Association
IWLA is the unified voice of the value-added warehousing and logistics industry, representing third-party logistics (3PL) and warehousing service providers. Our nearly 500 member companies provide timely and cost-effective 3PL solutions for their customers. IWLA's members are committed to warehousing and protecting the free flow of products across international borders. IWLA helps members grow profits by reducing our members’ costs and increase their resources through programs, products and services that are exclusive to IWLA membership.