Administrative Operations Coordinator

Position Summary

The Administrative Coordinator provides administrative, operational, membership, financial and event support across the organization. This role helps ensure the efficient day-to-day operations of the association, while delivering exceptional service to members, exhibitors, partners and staff. This is a highly collaborative, service-oriented position which requires strong organizational skills, attention to detail, adaptability, and the ability to manage multiple priorities in a fast-paced association environment. This position requires regular in-office support in Bloomington, MN to assist with mail processing, shipping coordination, supplies management, and event material preparation. Additional travel is required for GEAPS Exchange, staff meetings, retreats, and other events as needed.

Responsibilities

• Support administrative operations across GEAPS departments, with primary support for the Events and Membership teams.
• Monitor and distribute incoming mail, packages, and shipments; organize and route materials appropriately.
• Maintain office and event supply inventory, coordinating orders and shipments as needed.
• Assist with preparation and shipping of event materials, signage, badges, ribbons, and onsite supplies.
• Answer and respond to general phone and email inquiries with a high level of customer service.
• Support internal file organization, reporting, and data accuracy within organizational systems.
• Assist with additional administrative and operational projects as assigned.
• Process incoming payments, checks, and assist with account reconciliation activities.
• Track outstanding balances and support follow-up communication regarding unpaid invoices.
• Maintain accurate records related to event payments, memberships, sponsorships, and advertising sales.
• Coordinate with internal teams to support financial tracking and reporting needs.
• Assist with event registration processes, attendee communications, badge preparation, and reporting.
• Answer exhibitor and attendee customer service inquiries during event planning and onsite execution.
• Assist with collection and tracking of exhibitor documentation, including Certificates of Insurance (COIs).
• Support post-event reconciliation, payment follow-up, reporting, and data cleanup.
• Assist with membership inquiries, renewals, new member processing, and general customer support.
• Provide membership benefit information and assist with member onboarding activities.
• Support membership data entry and database accuracy within organizational systems.
• Collaborate with internal teams to support member engagement and customer experience efforts.
• Respond to high-volume member, exhibitor, and attendee communications professionally and efficiently.
• Support advertising and sponsorship administration for GEAPS publications, events, and programs.
• Assist with production and distribution of media kit and advertising materials.
• Process advertising contracts, track deliverables, and maintain organized records and reporting.
• Coordinate with internal teams and vendors to support advertising production, proofing, and publication timelines (across print and online).
• Update and monitor digital advertising to ensure accuracy of logos and content.
• Respond to advertising and sponsorship inquiries, providing timely customer service and support.
• Assist with Partner Program coordination, including tracking deliverables, maintaining calendars, and supporting fulfillment of partner benefits throughout the year.

Qualifications

• Associate degree or equivalent combination of education and professional experience required.
• Minimum of 5 years of administrative, customer service, membership, or event support experience required.
• Strong organizational and time-management skills with attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and adapt in a fast-paced environment.
• Strong customer service mindset and collaborative approach.
• Proficiency with Microsoft Office and database/CRM systems preferred.
• Ability to work independently while collaborating effectively across teams.
• Valid state motor vehicle operator's license.
• Ability to travel for GEAPS Exchange, staff meetings, retreats, and other events as needed.
• Ability to regularly report to the Bloomington, MN office 3-4 days per week.

Physical Demands

• Hybrid role, but willing and able to travel as required, including overnight stays.
• May require extended work hours, including evenings and weekends, during event periods.
• Frequently required to sit for extended periods of time.
• The noise level in the work environment is usually moderate.
• Occasionally lift and/or move up to 40 pounds.