Business Operations Coordinator

MRA Recruiting Services•St. Paul, MN

About The Position

The Saint Paul Area Association of REALTORS® (SPAAR) seeks a Business Operations Coordinator. Purpose of Position: To provide extraordinary customer service and maintain a member friendly environment at SPAAR. This regular full-time position is part of SPAAR’s Finance and Operations Team and reports directly to SPAAR’s Chief Finance and Operations Officer. This position serves as technical support for the SPAAR membership software system. The Business Operations Coordinator position collaborates with members on a day-to-day basis and supports them on the phone, via email, and in person with their Association needs.

Nice To Haves

Microsoft Office experience
Customer Relationship Management (CRM) systems
QuickBooks experience
Attention to detail and high accuracy in data entry and matching invoices
Understanding of basic accounting principles and general ledger
Ability to collaborate across departments with association staff.
Adept at managing and building relationships with members
Strong verbal and written communication skills

Responsibilities

Provide outstanding customer service to SPAAR members
Answer phones
Process membership additions and changes
Handle inquiries related to membership
Greet walk-in members and direct them to meeting and classroom locations
Assist members with MLS and association related questions
Manage front desk and member areas
Open and distribute mail
Actively seek opportunities to assist other Management Team Members with tasks
Stock meeting room refrigerators in preparation for upcoming meetings
Prepare meeting rooms and clean up meeting rooms afterward
Assist members with accessing online classes
Coordinate office supply orders
Comply with local, state and federal government reporting requirements and tax filings
Perform functions to ensure proper segregation of duties
Prepare yearly 1099s
Review and verify the accuracy and completeness of vendor invoices and supporting documentation.
Verify appropriate authorization and coding for all invoices.
Match invoices with purchase orders and receiving documents.
Enter invoices into the accounting system for payment processing
Schedule and process payments, including checks, electronic transfers and ACH
Monitor payment schedules to ensure timely disbursements to avoid late fees
Address and resolve payment discrepancies and issues with vendors
Reconcile vendor statements to ensure accounts are accurate and up to date
Investigate and resolve outstanding balances or discrepancies
Assist with month-end closing activities, including reconciliations and accruals
Maintain detailed records of transactions and reconciliations
Ensure compliance with company policies, internal controls and regulatory requirements
Maintain organized records of invoices, payments and other accounts payable documentation
Assist with audit preparation by providing required documentation and explanations
Collaborate and cross-train with the RAMCO Accounting & Database Administrator in supporting the following:
Maintain batch reports on a daily basis
RAMCO month end reporting
Manage the review, research and posting of all NSF checks
Manage the processing of refunds for dues, education and events. Ensure the approval process for refund requests
As needed backup support to RAMCO Accounting & Database Administrator to reconcile and process check deposits
Perform basic and advanced troubleshooting and problem replication to identify and verify underlying causes of errors and related problems
Order supplies needed for equipment
Oversee all postage operations including updating pricing, adding postage and running usage reports to reconcile with accounting financials
Assist in the participation of the inventory count in the following ways:
Enter purchase orders in Ramco and set cost Items
Enter purchase orders in inventory software system
Maintain pricing structure on all products
Supervise end-of-month inventory count
Run daily activity report to balance with Ramco batch report
Monthly inventory adjustments as needed
Supervise year-end physical inventory counts and work with auditor on year-end audit of store items
The Chief Finance and Operations Officer may assign other duties and responsibilities that relate to the purposes of this job from time to time.