Member Data & CRM Administration Coordinator

Overview

The Member Data & CRM Administration Coordinator is a pivotal role focused on overseeing membership activities through meticulous management of member information, CRM systems, and administrative duties. This position ensures the accuracy and integrity of data within the CRM, facilitates membership lifecycle tasks, and delivers smooth administrative support to enhance organizational performance. Success requires acute attention to detail, the ability to think systemically, and proficiency in multitasking in a dynamic setting. Collaboration across departments is key to maintain data precision, operational effectiveness, and a seamless member experience.

Primary Duties

• Maintain comprehensive, precise, and uniform member records within the CRM, establishing it as the definitive source of information.
• Serve as the main internal authority on the CRM platform, offering guidance, troubleshooting, and expert advice on best practices.
• Promote staff engagement and competency in CRM utilization through training programs, documentation, and ongoing assistance.
• Regularly perform data cleansing, validation, and enhancement tasks, including updates to member and organizational information.
• Support the full spectrum of membership operations, such as processing applications, onboarding new members, renewals, and managing system workflows.
• Produce and sustain consistent and ad hoc reports, dashboards, and actionable insights for various internal stakeholders.
• Identify and put into practice improvements to data integrity, system use, and workflow efficiency.
• Ensure consistent CRM procedure application across teams to enhance data governance and operational cohesion.
• Guarantee that member data is precise, up-to-date, and readily available for reporting and engagement initiatives.
• Manage shared communication channels and general correspondence with prompt triage, response, and escalation as needed.
• Provide daily administrative assistance across membership functions and other organizational activities.
• Maintain office management systems, documentation, and resources that support effective internal operations.
• Handle general inquiries via email and phone professionally, emphasizing customer service.
• Support the refinement and advancement of administrative workflows and processes.
• Assist with administrative tasks for learning and event programs, including registration management, invoicing, payments, and responding to delegate queries.
• Update and manage event details and listings across relevant platforms.
• Support administration of the learning management system, including enrolments, system updates, and issue resolution.
• Coordinate the Continuing Professional Development program's administration and follow-up.
• Oversee communications before and after events, including confirmations, reminders, and feedback collection.
• Monitor attendance, participation rates, and track actions such as payments or outstanding follow-ups.
• Uphold a professional, accurate, and customer-focused service standard at all times.
• Collaborate effectively within a compact, fast-paced team environment.
• Balance multiple competing tasks to meet established deadlines.
• Contribute to ongoing improvements in systems, processes, and service delivery.
• Support cross-team projects and initiatives as required.
• Attend necessary meetings, events, workshops, and conferences.
• Undertake additional assignments, research, and projects as requested.
• Comply with organizational policies, procedures, and standards consistently.

Qualifications and Experience

• Possess 3 to 6 years of experience in data administration, CRM management, membership operations, or relevant business support roles.
• Hold a Bachelor’s degree in Business Administration, Information Systems, Communications, or related disciplines, or equivalent professional experience.
• Additional certifications in CRM systems, data management, or administrative disciplines are beneficial.
• Demonstrated expertise with CRM platforms, particularly in managing data and generating reports; HubSpot experience is highly valued.
• Experience in maintaining data quality, system functionality, and workflow efficiency.
• Background in administrative support within membership-based, customer service, or service-oriented environments.
• Experience in training users on systems and procedures is an advantage.
• Familiarity with event coordination, learning management administration, or managing customer lifecycle processes is a plus.

Core Skills and Attributes

• Excellent organizational abilities and effective time management.
• Meticulous attention to detail ensuring data accuracy.
• Strong analytical thinking with a systems-oriented mindset.
• Proficient written and verbal communication skills.
• Advanced knowledge and practical experience with CRM systems, preferably serving as a system super-user.
• Capability to instruct, support, and guide colleagues in adhering to system use and process standards.
• Excellent stakeholder engagement skills combined with a service-driven attitude.
• Ability to juggle several priorities while meeting strict deadlines.
• Self-motivated with a proactive and accountable approach to work.