Events Coordinator February 11, 2025

I841

Located in Helena, MT

Job Full Description

The Events and Program Coordinator plays a key role in ensuring clear communication of the organization's initiatives, streamlining operations, and managing the Association's programming and educational activities. Primary responsibilities include organizing event logistics, including education classes, maintaining the member database, troubleshooting technical issues as needed, and overseeing all Association communications.

This position is a full time 40 hour per week position, with office hours from 8-4. The position will require some work outside of regular business hours for special events.

Education Programming 

• Serves as staff liaison to Education/Committee. Committee work will require occasional support outside of traditional office hours.
• Coordinates Education course and instructor approval process.
• Searches for and arranges CE courses and instructors recommended by committee.
• Prepares contracts for instructors and facilities for CEO’s approval and signature.
• Schedules and staff Continuing Education courses.
• Arranges for facilities and amenities for education courses.
• Provides technical expertise in setting up virtual meetings and equipment.
• Enters member education data into RAMCO (membership database).
• Assists members in registering for courses.
• Assures certificates of completion are provided to members.
• Coordinates courses and instructors with regional database.

Events Programing 

• Serves as staff liaison to several Committees to plan, schedule, and staff Association events. Committee work will require occasional support outside of traditional office hours.
• Prepares agendas and keeps minutes and action items and assists the CEO in implementing Association programs.
• Coordinates association events as recommended by program committee.
• Arranges for facilities for events, assures supplies and materials are provided.
• Ensures contracts are provided for review and signature of CEO.
• Accounts for all funds associated with events, ensures accurate bookkeeping, prepares spreadsheets, and works with bookkeeper to ensure proper balance of monies received or expended.
• Develops, schedules, plans and assists in teaching new member electronic orientation.
• Provides evaluation report to CEO of success or areas needing improvement of various events.

Communications and Tech Support

• Designs and produces newsletters, bulletins, quarterly and annual reports and weekly emails to membership using Constant Contact software.
• Provides technology support to HAR operations and staff.
• Prepare material for Association weekly email updates, posts and updates website, and other social media platforms.
• Provides information technology expertise to members such as RAMCO, Sentrilock, etc.
• Assists with Association events such as community service, fundraisers, and luncheons.
• Coordinate communication with State and National Realtor Associations and local MLS and other associations, as necessary.
• Supports the CEO in organizing office procedures, filing systems and record retention.
• Additional duties assigned by the CEO.

 

Administrative Office Support

• Works with CEO to complete annual Core Standards required by NAR.
• Assists CEO in preparing agendas and materials for Board meetings.
• Ensures office files, binders and documents are prepared, organized, and properly maintained and retained in accordance with NAR retention policies.
• Keeps office work area neat and organized promoting professional images for all members and visitors of the HAR.
• Inventories supplies and materials and keeps necessary supplies organized and within budget.
• Arranges for office meetings. Ensures that meetings have effective audio and video technology set up and the meeting room neatly organized.
• Works with other staff to respond to front desk walk in traffic and phone calls.
• Assists members with lockbox questions, sets up lockboxes and works with vendor to resolve issues.
• Provides RAMCO expertise and support with other staff. Utilizes the system to process new members, track education courses, luncheons, and other events. Works with staff and RAMCO consultants to learn and utilize this realtor software.
• Assists other staff with processing new members. Works with staff to appropriately enter member NRDS numbers with NAR and provide members with clear instructions on fees and training necessary for membership in HAR.
• Ensures payments received are documented on spreadsheet for appropriate deposit provided to the HAR bookkeeper.
• Assists bookkeeper as needed and maintains accurate documentation and spreadsheet backup.
• Track member statistics and report on them as needed.
• Track market statistics and report on them as needed.
• Sort membership data and prepare and disseminate spreadsheets as needed.

Helena, MT
3287
821 North Last Chance Gulch
Helena, MT 59601

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