Membership Coordinator

Membership Coordinator

Location: Washington, D.C. (On-site/Hybrid)

Reports to: Operations Manager

Salary: $65,500.00

Type: Contractor (TEMP TO HIRE)

Position Summary

The Membership Operations and Member Services Coordinator is responsible for the accurate and timely execution of membership processing, member communications, and standardized reporting.

This role ensures consistent and professional member experience while maintaining reliable membership records in Every Action. The position supports Operations, Chapters, and Fundraising by providing dependable data, responsive service, and efficient handling of member-related transactions.

Core Responsibilities

Membership Processing and Payments

• Process new memberships, renewals, reinstatements, and contributions
• Process member donations and membership payments received via check, including logging and recording entry into Every Action
• Prepare and organize check payments and supporting documentation for deposit processing
• Maintain accurate logs of processed transactions and outstanding items
• Review and verify online transactions recorded in the system for completeness and accuracy
• Ensure all required member and payment information is complete before processing
• Flag discrepancies, unclear payments, or missing documentation for review

Membership Records and CRM Updates

• • Enter and update member records in Every Action
  • Maintain accurate membership status (active, lapsed, renewed)
  • Ensure consistency and completeness of member data
  • Perform routine data updates following established procedures
  • Identify and resolve basic duplicate records using established procedures; escalate complex or unclear cases to Operations
  • Follow established matching and deduplication guidelines to ensure consistency

Member Services (Phone, Email & Zendesk)

• • Respond to member inquiries via phone, email, and Zendesk in a timely and professional manner
  • Provide courteous assistance regarding membership status, payments and renewals, and general membership questions
  • Use templates and guidance to ensure consistency
  • Identify and triage inquiries that fall outside of membership scope, and route them to the appropriate internal team or external contact
  • Forward or redirect non-membership inquiries as needed, ensuring the requester is connected to the correct resource
  • Escalate complex or sensitive issues to Operations
  • Document all interactions in the system

Reporting and Data Support

• • Run standardized membership reports on a weekly basis, including new joins, renewals and lapsed members
  • Provide reports to support fundraising, leadership, and internal teams
  • Fulfill ad hoc report requests using predefined templates
  • Flag discrepancies, inconsistencies, or data issues for review
  • Ensure reports are consistent with established definitions and reporting standards

Coordination with Internal Teams

• • Coordinate with Chapter Services on membership affiliation questions and chapter membership list requests
  • Support Digital team with data for member communications
  • Assist Operations with membership-related needs tied to campaigns, events, and reporting
  • Support data preparation for external communications and direct mail initiatives as requested

Operational Coordination

• • Retrieve and manage daily mail intake related to membership payments and correspondence, including collecting mail from the building mailbox
  • Sort and distribute non-membership mail to appropriate internal staff
  • Identify and prioritize membership-related mail (including checks and correspondence) for processing
  • Maintain organized handling of incoming physical materials related to membership

Conference and Event Support (Membership Component)

• • Support membership-related aspects of conference registration and events
  • Ensure attendee membership status is processed and recorded
  • Assist with resolving membership-related issues tied to event participation

Member Materials and Fulfillment

• • On occasion, support fulfillment of welcome materials, membership incentives (e.g., promotional items), chapter-related distributions
  • Assist with basic inventory tracking and shipping

Process Compliance and Issue Escalation

• • Follow established procedures for membership processing and communication
  • Ensure accuracy and consistency in all updates and transactions
  • Identify recurring issues and escalate them for resolution
  • Support continuous improvement by flagging process gaps
  • Escalate issues that may not align with established membership or remittance guidelines

Other Duties as Assigned

• • Perform other duties as assigned to support the operational needs of the organization
  • Provide support during high-volume periods, events, or organizational priorities as needed
  • Assist with cross-functional tasks in a collaborative, small-team environment

Qualifications

• Bachelor’s degree in Business Administration, Nonprofit Management, Accounting, or a related field preferred.
• Minimum of 4 years of experience in operations, data entry, membership services, or administrative roles
• Strong attention to detail and accuracy in data entry and record management
• Experience working with databases or CRM systems (experience with Every Action or similar platforms preferred)
• Demonstrated ability to learn and navigate new systems quickly
• Ability to follow procedures consistently and identify discrepancies or inconsistencies
• Strong written communication skills
• Ability to manage multiple tasks and prioritize effectively
• Comfortable communicating with members via email and phone as needed

Preferred

• • Experience working with data systems, databases, or CRM platforms
  • Experience supporting operational workflows or transaction processing
  • Experience in nonprofit or membership-based organizations

Compensation & Benefits

• Salary: $65,500.00, commensurate with experience.
• Comprehensive benefits package including health, dental, and vision insurance, retirement contributions, paid time off, and professional development opportunities.

Comprehensive benefits package including health, dental, and vision insurance, retirement contributions, paid time off, and professional development opportunities.