Job Summary
The Administrative Coordinator provides administrative, financial, partner management, and marketing support to the Otter Tail Lakes Country Association (OTLCA). This position serves as the organization's primary administrative coordinator, ensuring the efficient day-to-day operation of the office while supporting the Partnership Director in delivering exceptional service to partners.
The Administrative Coordinator is responsible for maintaining accurate partnership records, coordinating partner communications, managing bookkeeping and invoicing, supporting Board operations, and assisting with marketing initiatives. This position plays a key role in ensuring organizational efficiency and providing outstanding service to partners, visitors, and community stakeholders.
Responsibilities
Partner Management & Partner Services (40%)
- Maintain accurate partner records within the GrowthZone CRM.
- Record partner interactions, communications, meetings, and activities in GrowthZone.
- Coordinate intentional partner communications, follow-up, and periodic check-ins.
- Process new partner onboarding and renewals.
- Prepare and distribute partner invoices.
- Receive and process partner payments.
- Assist in fulfilling partnership benefits and sponsorship obligations.
- Assist with partner newsletters and communications.
- Respond to partner inquiries and provide exceptional customer service.
Administrative & Financial Support (30%)
- Manage organization communications, including phone calls, email, U.S. mail, and website inquiries.
- Coordinate meetings, events, and organizational calendars.
- Prepare Board and committee meeting materials, agendas, and meeting notices.
- Attend Board meetings as assigned; record, prepare, and distribute meeting minutes.
- Maintain Board records and organizational documents.
- Track and follow up on annual Conflict of Interest disclosures.
- Maintain organized digital files, Google Drive folders, and organizational records.
- Process accounts payable and accounts receivable.
- Assist with bookkeeping, deposits, bill payment, and financial recordkeeping.
Marketing & Communications Support (25%)
- Support production and distribution of the annual Otter Tail Lakes Country magazine and other promotional materials.
- Update website content as assigned.
- Maintain visitor inquiry and lead databases for direct marketing initiatives.
- Assist with email marketing campaigns and newsletters.
- Schedule and publish partner content using Sprout Social.
- Monitor and respond to social media comments, messages, and interactions.
- Engage proactively with followers to increase awareness of Otter Tail Lakes Country and its partners.
- Assist with maintaining digital media assets and promotional materials.
Other Duties (5%)
- Assist with special events and organizational projects.
- Provide general office support as needed.
- Perform other duties as assigned that support the mission of Otter Tail Lakes Country Association.
Qualifications
- High school diploma or equivalent.
- Valid Minnesota driver's license.
- Two years of administrative, customer service, bookkeeping, or office support experience.
- Strong organizational skills with exceptional attention to detail.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
- Ability to learn and effectively use CRM/database systems such as GrowthZone.
- Ability to manage multiple priorities while meeting deadlines.
Knowledge, Skills, and Abilities
- Outstanding customer service and interpersonal skills.
- Strong organizational and time management abilities.
- Excellent written and verbal communication skills.
- Ability to maintain confidential information.
- Strong bookkeeping and financial recordkeeping skills.
- Attention to detail and commitment to accuracy.
- Ability to work independently while supporting a collaborative team.
- Proficiency with technology and cloud-based software platforms.
- Initiative, professionalism, and a positive attitude.
Pay: $20.00 - $30.00 per hour
Benefits:
Work Location: Hybrid remote in Fergus Falls, MN 56537
