The Home Builders Association of Western Michigan seeks an Administrative & Marketing Coordinator who will be working closely with the entire HBA staff team to implement marketing tasks and plans, oversee all receptionist duties at our main entrance desk including managing the switchboard and a wide variety of tasks, processes and projects to serve the association’s membership and the community.
The purpose of this position is to provide members and the community with outstanding service and support. As the ‘face’ of the HBA, the successful candidate will be presentable and friendly, with outstanding people skills. The successful candidate will have a talent for multi-tasking and have excellent communication and organizational skills. Given that the general public relies on the HBA for a variety needs, experience owning a home and the related care and maintenance of a house is essential.
The Administrative and Marketing Assistant will work closely with the Director of Marketing to identify marketing and communication trends and opportunities improve reach and service to members as well as creating marketing materials such as e-newsletters, fliers, email communications, posters, etc.
Required skills include experience in administration, marketing, sales, events and general business. A high level of attention to detail and passion for excellent written communications are both key to success in this role. In the HBA’s small-staff environment (this position of 1 of 5 full time roles), all staff must have a willingness to take on a wide variety of tasks and be flexible.
Essential Duties and Responsibilities
Marketing – reports to the Director of Marketing and Communications:
Collaborate with the Director of Marketing and Communications, internal committees, members and partners on implementing marketing strategies.
Identify marketing and social media trends and key opportunities for innovation.
Learn and work with various systems and software for marketing, communications and Public Relations.
Create a wide variety of materials and resources, aid in keeping association websites current, accurate and user friendly.
Preparing, formatting and editing a range of documents.
Maintain marketing and public relations databases.
Understand the associations products, services and brand to effectively communicate the mission and purpose of the organization.
Create and interpret a variety of reports.
Compile and analyzing questionnaires and other forms of feedback.
Update and maintain a consistent presence on the association’s social media accounts.
Administrative – under the supervision of the Director of Finance:
Working from the front desk, this position greets members and guests, providing them with superb customer service.
Assist management with a wide variety of tasks.
Provide administrative support for all program components as requested by supervisor and/or CEO
Exhibit patience and a willingness to help, always.
Ensure the front desk and lobby, conference room and kitchen area are neat, presentable, and equipped with necessary supplies and resources.
Answer questions and calls from members and the general public.
Redirect phone calls to the appropriate staff and take messages as necessary.
Process and distribute incoming/outgoing mail and packages
Accept and log letters and packages and handle each appropriately.
Prepare customized mass physical and electronic mailings.
Monitor, organize and forward emails.
Manage the conference space, including schedule, set-ups and supplies.
Track and order office supplies.
Maintain various records and files.
Experience in a marketing role.
Expertise with key software resources including MS Office, Adobe Suite (InDesign) and Photoshop.
Familiarity with association management systems or similar organization-specific database management systems.
A high level of attention to detail, including deadly accurate data entry skills.
Ability to work effectively with a team and independently (focus, prioritize, and multi-task in a fast-paced environment)
Desire to follow-through with both verbal and written instructions is required.
Integrity and confidentiality are imperative in this position.
Show initiative and proactively problem solve.
High school diploma or relevant qualifications. Post-high school education or credentials a plus.
A minimum of 2 years’ proven relevant experience (administrative roles, digital marketing, etc.)
Excellent understanding of office administration and basic bookkeeping practices.
Experience coordinating meetings and events (rosters, name badges, sign in sheets, payments, etc.)
Superb written and verbal communication skills.
Quick learner that easily adapts to new technologies and processes.
To perform the job successfully, an individual should demonstrate the following competencies:
Job Knowledge - Competent in required job skills and knowledge; exhibiting ability to learn and apply new skills; keep abreast of current developments; require minimal supervision; display understanding of how job relates to others; use resources effectively.
Communications - Express ideas and thoughts verbally and in written form; exhibit good listening and comprehension; keep others adequately informed; use appropriate communication methods.
Customer Service – Display courtesy and sensitivity; manage difficult or emotional customer situations; meet commitments; respond promptly to customer needs; solicit customer feedback to improve service.
Teamwork - Balance team and individual responsibilities; exhibit objectivity and openness to others' views; give and welcome feedback; contribute to building a positive team spirit; put success of team above own interests.
Quality - Demonstrate accuracy and thoroughness; look for ways to improve and promote quality; apply feedback to improve performance; monitor own work to ensure quality.
Problem Solving - Identify and resolve problems in a timely manner; gather and analyze information skillfully; develop alternative solutions; work well in group problem-solving situations; use reason even when dealing with emotional topics.
Reasoning Ability - Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form, ability to deal with problems involving several concrete variables in standardized situations.
Compensation and Benefits:
The HBA offers a competitive salary along with an attractive benefits package.
· Access to medical insurance
· Paid Sick Leave
· Simple IRA Plan
· Generous paid time-off schedule including most Friday afternoons between Memorial Day and Labor Day and the business days between Christmas and New Year’s holidays
· A quiet, dog-friendly and comfortable office with standard business hours