Membership & Operations Coordinator

NWC is a 501(c)(6) trade association and the leading national voice for water resources infrastructure. Our members include port authorities, navigation industries, shippers, agricultural interests, flood control and levee districts, water supply and hydropower producers, water resource agencies, and engineering and consulting firms. Headquartered in Arlington, Virginia, NWC works directly with Congress, the U.S. Army Corps of Engineers, the Administration, and other federal agencies on policies, programs, and funding decisions shaping the nation’s water resources infrastructure.

About the role

NWC is hiring a Membership & Operations Coordinator to support and strengthen day-to-day operations that keep members engaged and programs running. This role is central to delivering on NWC’s policy mission, managing systems and processes that touch every member, including dues administration, database management, event registration, sponsorship tracking, and member support. The Coordinator will play a key role in NWC’s two annual conferences and serve as a reliable point of contact for members throughout the year. This is an excellent opportunity for an early-career association professional seeking meaningful responsibility, exposure to federal policy work, and the chance to help build the operational foundation of a small, mission-driven organization.

Responsibilities

• Membership Administration
  • Support and manage the full membership lifecycle, including new member onboarding, dues invoicing, renewals, payment processing, and lapsed-member follow-up.
  • Maintain accurate and current member records in iMIS, ensuring data integrity across contacts, organizations, and membership tiers.
  • Generate routine membership reports for the CEO, COO, Executive Committee, and Board.
  • Serve as a primary point of contact for member inquiries by phone and email, providing prompt, professional, and solutions-oriented service.
  • Support implementation of the new tiered dues structure and transition to a January 1 annual renewal cycle effective January 1, 2027, including member tier confirmations, invoicing communications, and issue tracking.
• Event Operations & Logistics
  • Coordinate registration for NWC’s two annual events: the Legislative Summit in Washington, DC, and the Annual Meeting hosted in a different water resource community each year.
  • Set up and manage event registration in iMIS, including pricing tiers, member and non-member rates, registration confirmations, and attendee data tracking.
  • Support pre-event logistics including hotel room blocks, attendee communications, name badges, signage coordination, and materials preparation.
  • Provide on-site event support, including registration desk management, attendee assistance, AV and signage troubleshooting, and post-event wrap-up.
  • Assist with planning and execution of additional virtual programming such as webinars, member briefings, and committee meetings.
  • Travel to both annual events is required; additional limited travel may be needed for site visits or member engagement.
• Sponsorship Coordination
  • Manage sponsorship invoicing, payment tracking, and fulfillment in coordination with the COO.
  • Track sponsor commitments, deliverables, and recognition obligations across both annual events and year-round programs.
  • Coordinate sponsor communications, logistics, and on-site recognition, working with NWC’s designer on signage and recognition materials.
  • Maintain accurate sponsorship records and contribute to the development of annual sponsorship reports and renewal outreach.
• Communications & Website Support
  • Make routine updates to the NWC website, including event pages, news posts, and membership content.
  • Support distribution of routine member communications, including renewal notices, event announcements, and the Federal Spotlight newsletter.
  • Assist with maintaining mailing lists, email distribution segments, and contact accuracy across communication platforms.
• Administrative & Operational Support
  • Support the COO and CEO with administrative tasks, including document preparation and follow-up tracking.
  • Help maintain and improve standard operating procedures (SOPs) for recurring workflows.
  • Coordinate with NWC’s bookkeeper, marketing consultant, policy coordinator, and other contractors or employees for cross-functional work.
  • Coordinate incoming dues, sponsorship, and registration payments with NWC’s accounting firm, including monthly reconciliation of records.
  • Provide light support for governance activities, including Board and committee meeting logistics.

Requirements

• One to three years of experience in an association, nonprofit, professional services, or similar member- or client-facing environment.
• Demonstrated ability to manage multiple priorities, meet deadlines, and follow established processes accurately and consistently.
• Strong written and verbal communication skills, with the ability to represent NWC professionally to members, sponsors, and external partners.
• Proficiency with Microsoft Office 365, including Outlook, Word, Excel, and Teams.
• Comfort working independently in a remote environment while collaborating effectively with a small team and external partners.
• Willingness and ability to travel to NWC’s annual events (typically spring in Washington, DC, and fall for the Annual Meeting location).

Qualifications

• Experience with a CRM or association management system (AMS), with strong attention to data accuracy and reporting.
• Experience with iMIS (highly preferred) or comparable AMS platforms.
• Prior experience with membership operations, event registration, or sponsorship administration in a trade association or 501(c)(6) environment.
• Familiarity with QuickBooks or cloud-based accounting or bookkeeping platforms, particularly integration of membership and sponsorship invoicing with financial records.
• Exposure to federal policy, advocacy, or government relations work, particularly in infrastructure, transportation, water resources, or related sectors.
• Bachelor’s degree, or equivalent combination of education and experience.

Skills

• Highly organized, detail-oriented, and process-focused.
• Service-minded and responsive, with a genuine interest in supporting members and building relationships.
• Collaborative and adaptable, with the ability to work effectively with staff, contractors, and external partners.
• Proactive and self-directed, with the ability to recognize when to act independently and when to escalate.
• Discreet and professional, with a high level of confidentiality and sound judgment around sensitive member, sponsor, and governance information.

Schedule

Full-time, exempt. Standard business hours with flexibility required around event cycles and major program deadlines. Travel is required for the Legislative Summit (Washington, DC, typically March) and the Annual Meeting (rotating location, typically September/October), plus occasional additional travel for site visits or member engagement. Estimated total travel: 5-10%.

Pay

Salary for this position is up to $60,000, commensurate with experience.

Benefits

• Health insurance
• Retirement contributions (5% match)
• Generous vacation and sick time
• Generous holiday time off
• Professional development support