Membership & Administrative Coordinator

3 weeks ago

Saskatoon, Canada Discover Saskatoon Full time

_**This is a full-time, fixed-term position for approximately 12 months.**_

Discover Saskatoon is seeking a dynamic and service-driven professional with a passion for client engagement, organization, and administrative excellence to join our team as our Membership & Operations Coordinator.

As the internationally accredited destination marketing and management organization for Saskatoon, we market and manage Saskatoon’s authentic experiences at home and around the world. By telling the story of our city, we inspire people around the world to visit. Working as our Membership & Operations Coordinator, you will provide the necessary support to make this possible.

**Position Overview**:
As the first point of contact for visitors, members, and partners, the Membership & Operations Coordinator plays an important role in delivering exceptional service, supporting operational logistics, and plays a vital role in Discover Saskatoon’s purpose to be a key driver of Saskatoon's economy and resident well-being.

This position reports to the Membership & Visitor Experience Manager and interacts across all departments, acting as a critical liaison and collaborator. Success in this role requires a proactive approach, strong organizational skills, and the ability to embody the values of accountability, empowerment, and inspiration.

**Position Responsibilities**:
1. Visitor Operations & Retail Coordination:

- Share knowledge of Saskatoon’s events, attractions, and experiences with enthusiasm and pride.
- Ensure the Visitor Centre is fully operational and presentable, maintaining inventory of brochures, resources, and collateral.
- Maintain visitor statistics and contribute to departmental KPI reporting.
- Maintain retail operations, including cash handling, reconciliation, inventory control, and merchandising.
- Support inventory and distribution of promotional items and collateral.

2. Membership Support:

- Support the membership program including maintaining database (CRM), onboarding, communications, and renewals.
- Assist with member retention initiatives and event planning.
- Maintain member statistics and contribute to departmental KPI reporting.

3. Facility & Meeting Support:

- Welcome all business guests and support the setup and readiness of meeting rooms based on bookings, ensuring they are fully equipped for use.
- Support with the maintenance of the kitchen and common spaces to uphold a professional and welcoming environment.
- Support with maintenance of office supplies and equipment inventory, ensuring availability and functionality to support the team’s needs and smooth daily operations.
- Monitor and address maintenance or repair needs for office equipment, liaising with vendors or service providers as necessary.

4. Team Collaboration & Project Work:

- Collaborate with all departments to support cross-functional project work, with additional duties as required.

**Desired Knowledge, Skills, and Competencies**:

- _Customer Service Excellence_: Exceptional interpersonal skills and a proactive, positive attitude with a drive to deliver outstanding service.
- _Saskatoon Expertise:_ A deep understanding and pride in Saskatoon’s community, culture, and tourism landscape.
- _Organizational Skills_: Proven ability to self-manage multiple priorities, calendars, and project details effectively.
- _Technical Proficiency_: Familiarity with MS Office, CRM systems, and EPOS systems (e.g., Square).
- _Communication_: Strong written and verbal communication skills, with an ability to adapt to various audiences. Additional languages will be considered an asset.
- _Collaboration_: Ability to work collaboratively across teams and with external stakeholders.
- _Problem-Solving_: Resourcefulness and independent initiative in addressing challenges and ensuring smooth operations.

Qualifications and Experience:

- A minimum of 3-5 years of experience in customer service, administration, or a related field, with a proven ability to manage multiple responsibilities in a fast-paced environment.
- Demonstrated experience in providing exceptional client service and fostering positive relationships with diverse stakeholders.
- Strong organizational and time-management skills, with a track record of successfully managing administrative tasks, calendars, and project support.
- Familiarity with CRM systems, EPOS systems (e.g., Square), and office equipment and management tools is considered an asset.
- Experience in tourism, hospitality, or a related industry is considered an advantage.

Additional Requirements:

- A valid (Class 5) driver’s license and clean driving record.
- Successful completion of a criminal record check.
- Willingness to perform physical tasks (e.g., inventory management, event setup).
- Flexibility to occasionally work offsite and/or outside of normal business hours, including evenings and weekends, as required to support events and organizational priorities; though this would be an infrequent occurrence

If

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