The Administrative Coordinator for the Memberships Team provides essential support for the smooth functioning of the department, ensuring efficient operations and exceptional service to members. This role includes managing administrative tasks, maintaining membership records, and assisting in event planning. The Administrative Coordinator will work closely with membership and visitor services teams to enhance member satisfaction and improve membership processes.
Key Responsibilities
Administrative Support

• Provide day-to-day administrative support to the memberships team, including managing team calendars, scheduling team meetings, and preparing documents.

• Assist in tracking and processing membership payments, renewals, and new applications.

• Monitor and manage the department’s email inbox and phone line, ensuring prompt and professional responses to member inquiries.

Membership Database Management

• Maintain accurate membership records in the CRM system, including updating contact information, tracking membership status, and processing renewals.

• Generate membership reports, such as renewal rates, acquisition metrics, and event participation, to support department strategies.

• Ensure data integrity and accuracy, performing regular audits of membership records.

• Coordinate and send regular member reminders such as renewal reminders, event invitations, and thank-you letters.

• Respond to member queries in a timely manner.

Event Coordination Support

• Support in the planning and logistics of membership events, including RSVPs, venue setup, and on-site member check-ins.

• Coordinate with event vendors and volunteers to ensure smooth event operations.

• Gather post-event feedback from members to help improve future event experiences.

Financial and Budget Tracking

• Track membership revenue and expenses, assisting with the preparation of financial reports for the memberships team.

• Help manage the memberships team’s budget by maintaining records of expenses related to events, communications, and other activities.

• Work with the finance team to process invoices and ensure accurate billing and payment records.

Cross Departmental Coordination

• Work closely with the Head of Memberships to identify opportunities for improving administrative processes.

• Provide general support for special projects as assigned by the Head of Memberships, including research, data entry, and project tracking.

Role requirements: 1-3 years of experience in an administrative role; experience in a museum, membership organization, or non-profit is a plus. Proficiency in Microsoft Office Suite (Word, Excel, Power Point) and familiarity with CRM or membership management software is a plus. Positive, proactive, and flexible attitude, with a commitment to supporting the organization’s mission and enhancing member experiences.
Job Type: Full-time
Pay: Up to QAR10,150.00 per month
Application Question(s):

• Please provide correct email address and mobile number from Qatar to be considered for this role

Education:

• Diploma (Preferred)

Experience:

• CRM or membership management software: 1 year (Preferred)
• administrative role: 2 years (Required)

Language:

• Arabic (Preferred)

Expected Start Date: 01/01/2025