Monday, 29th April, 2019

Our office manager Rebecca is becoming a mum and we need a great all-round administrator for a year to join our small team. This will be a fixed term position for 25-30 hours per week. Detailed job description below:

 

Position Description:       Administration Officer

Reports To:                      Chief Executive Officer

Background:

The Queenstown Chamber of Commerce is the voice of the Queenstown business community which facilitates and supports business excellence and growth in the region. The Chamber is motivated by the best long-term outcomes for the business community and is an independent voice with no vested interest. The Chamber currently represents 600+ businesses.

The Chamber believes enhanced community wealth and a higher quality of life comes as the result of a strong economic base built by a business community which generates employment opportunities. As such, the Chamber’s members are large stakeholders in the economic, social and environmental future of the Queenstown Lakes District.

Purpose of role:

Provide administration and accounting support to the Queenstown Chamber of Commerce.

Ensure Chamber brand is maintained to high standard via timely, accurate level of service for members.

Accountabilities:

1)  Accounts:

Management of Chamber financial information including:

  • Proficient user of Xero accounting system (or equivalent accounts system)
  • Creditor and debtor invoicing including events, membership
  • Accounts payable – timely and accurate
  • Accounts receivable – timely and accurate
  • Banking - bank balance, depositing cheques/cash
  • Bank reconciliations

2)  Database:

  • Overall management and maintenance of Chamber CRM system including reporting function, streamlining and maximizing use of pivotal system
  • Input all new members in pivotal CRM system, website, facebook
  • Monthly resignation and recurring subscriptions reports
  • Database updates as required
  • Data entry and content management
  • Assist with leads and prospect list in conjunction with Membership Manager

3)  Website:

  • Maintenance of Chamber website
  • Information up to date, relevant and accurate
  • In conjunction with Events Manager - event information loaded by deadlines
  • Member to Member offers loaded
  • Communicate clear, accurate and consistent messages
  • New ideas to promote chamber services

4) Projects:

  • Support CEO with special project work when required

6) Events:

  • Support events manager including attending events if requested
  • General administration for events i.e. preparing name badges, updating attendee lists, preparation of events collateral
  • Upload all Chamber events onto Facebook and website

7) General Administration:

  • Health & Safety – add any identified hazards to the hazard register
  • Nominated fire warden
  • Send out members offers weekly in conjunction with Membership Manager
  • Management and updates of staff manual
  • Maintain and streamline office systems and procedures
  • Cover rest of Chamber team’s duties when on annual leave
  • Answer phone calls from members and the public and handle queries appropriately
  • Support as required by the CEO, Chair and Board from time to time

Key Attributes:

  • Excellent communication and customer services skills
  • Proficient in Xero, Office, Mailchimp, Facebook and CRM systems
  • Maintain professional attitude at all times
  • Ability to be a team player
  • Excellent verbal and written skills
  • Proactive and self-motivated
  • Professional manner and attitude
  • Enthusiasm, optimism, perseverance and respect for confidentiality
  • Ability to work independently and effectively in a small team