Client Services Coordinator

The Client Services Coordinator is responsible for effective and professional interaction with all members, investors, and public. Ensures the guest experience with the Ames Regional Economic Alliance and/or its affiliates is professional and pleasant.

Under minimal supervision this position manages and maintains all front office operations.

This position will hold the primary responsibility for all scheduling and logistics related to the meeting rooms. Meeting rooms will be available for usage with priority given to the needs of the day-to-day operations, followed by members/investors, and the public.

Additionally, this position will serve as the primary support person for the President & CEO regarding scheduling and day to day details as assigned. This position will also support all staff scheduling and other duties / projects with detail and accuracy as needed.

Abiding by the Ames Regional Economic Alliance Core Values, this person will be Customer Driven and Good for It both externally and internally. Will perform all duties with Integrity while being a Team Player. Supporting our regional stakeholders is key to the Ames region, the highest standard for the Greater Good. Innovation is essential.

ESSENTIAL DUTIES AND TASKS:

1. Greet visitors and assist with any information requests for all organizations over phone, via the internet, or walk in guests.

2. Answer multi-line phone system, route calls, take messages for all staff.

3. Coordinate incoming and outgoing mail, making sure it is available for postal pick up.

4. Record all cash and check transactions in the ledger book for all entities and make bank deposits as needed.

5. Main point of contact for event registration, RSVP’s invoicing, and payments.

6. Assists in maintaining membership database to keep all member businesses, payments, and billing records current.

7. Respond to visitor requests, general visitor information and relocation packets for shipping or pick up. Ensure that the cover letter in the relocation packet is accurate and reflects current news/awards/acknowledgements of the region.

8. Maintain scheduling/calendar book/ Microsoft Outlook calendar for conference rooms and meetings. Dissemination of information internally. Serves as the central clearinghouse for all relevant information. This will include, but not be limited to:

• Monday morning staff email regarding conference room / meeting room schedule, upcoming event attendance.
• Instructions for equipment in meeting rooms, copy room, etc.
• Event coordination with all events held in building.
• Opening and closing building and meeting room(s) prior and after scheduled room rental times. This may include, but not be limited to, opening times prior to 8am and closing times after 5pm, Monday through Friday.

9. Coordinate office supplies (including but not limited to copy paper, note cards, flyers and the like) and office beverages and snacks. Ensure beverage coolers and refrigerator are always fully stocked. Coordinate pick up of such items via an intern when applicable.

10. Serve as primary support person for President & CEO regarding scheduling and daily details as assigned.

11. Serves as administrative support for all staff when needed.

12. Provide general and overall support functions as requested; other duties as assigned.

Direct Reports: None.

WORKING CONDITIONS:

This work is performed in a moderately noisy office environment. Work can be stressful and pressured by deadlines. Occasional travel may be required. May be asked to drive at night or in inclement weather from time to time.

EFFORT:

Sitting for long periods of time at a desk. Constantly looking at a computer screen. Must be able to see, hear, and speak. Filing, fingering, and sorting is a usual activity. Must be able to lift 25 pounds.

MACHINES, TOOLS, EQUIPMENT:

Computer, printer, calculator, photocopier, fax machine, telephone, and vehicle.

MINIMUM QUALIFICATIONS:

Bachelor’s degree preferred, but not essential. A combination of education and experience may be substituted when proficiency is demonstrated.

Excellent organizational and administrative skills with particular attention to accuracy, detail and foresight are essential to manage multiple projects. Must have excellent communication skills, both verbal and written. Must be able to work with deadlines and must maintain a valid driver’s license and have access to a vehicle.

Reasonable accommodations may be made to those who are able to perform the essential duties of the job. The incumbent must be able to maintain the confidentiality of any information he/she encounters.

SPECIALIZED SKILLS:

The incumbent must have computer skills. Experience with the following types of software and/or Windows based applications is preferred: Microsoft Office products with particular attention to Word and mail merging, Excel and Outlook email and calendars.

Equal Employment Opportunity

The Chamber is an equal employment opportunity employer. Employment decisions are based on merit and business needs, and not on race, color, citizenship status, national origin, ancestry, gender, sexual orientation, age, religion, creed, physical or mental disability, marital status, veteran status, political affiliation, or any other factor protected by law. The Chamber complies with the law regarding reasonable accommodation for handicapped and disabled employees.

It is the policy of the Chamber to comply with all the relevant and applicable provisions of the Americans with Disabilities Act (ADA). The Chamber will not discriminate against any qualified employee or job applicant with respect to any terms, privileges, or conditions of employment because of a person's physical or mental disability. The Chamber will also make reasonable accommodation wherever necessary for all employees or applicants with disabilities, provided that the individual is otherwise qualified to safely perform the essential duties and assignments connected with the job and provided that any accommodations made do not impose an undue hardship on the Chamber.

Job Type: Full-time

Pay: $19.00 - $19.25 per hour

Benefits:

• 401(k) 6% Match
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

People with a criminal record are encouraged to apply

Experience:

• Customer service: 1 year (Preferred)

Ability to Commute:

• Ames, IA 50010 (Preferred)

Ability to Relocate:

• Ames, IA 50010: Relocate before starting work (Required)

Work Location: In person