Operations Coordinator, Member Services at Specialty Equipment Market Association – Diamond Bar, California

ORGANIZATION OVERVIEW:

The Specialty Equipment Market Association (SEMA) serves as a leading voice for the worldwide car culture, representing over 7,000 member companies that create, buy, sell, and use specialty-automotive parts that make vehicles more unique, attractive, convenient, safer, fun, and even like new again. Business member benefits include product development resources, market research, networking, education, legislative advocacy and more. The Association organizes the annual SEMA Show in Las Vegas, Nev., and actively supports the career and business opportunities that the aftermarket generates. The industry contributes nearly $337 billion in economic impact to the U.S. economy, supports 1.3 million jobs nationally, and generates $52 billion in parts sales annually. For more information, visit www.sema.org.

PURPOSE:

Serve the Councils & Networks, Student Programs and Recognition teams to execute operations, logistics and reporting. Responsible for coordinating in-person operations and events. Provide support to stakeholders in their efforts to lead and manage programs, projects, events and resources.

RESPONSIBILITIES AND AUTHORITY:

• Be knowledgeable about all member benefits, programs and services offered by the association.
• Responsible for the facilitation and coordination of stakeholder events, including but not limited to such programs as summits, volunteer meetings, meetups, receptions and tradeshow booths. This includes:

a. Serving as liaison with the Special Events team.

b. Ensuring the development and delivery of materials for all events, including folders, tent cards, handouts, marketing materials, etc.

c. Build standardized event and meeting materials (Ex. Council & Network Long Range Planning meetings).

d. Create event pages to be added to the organization’s online calendar.

e. Collaboration with external partners to coordinate travel arrangements.

f. Location scouting as needed.

• Execute the coordination of in-person events and activations:

a. Serve as onsite contact to facilitate event/meeting needs.

b. As events require, provide training to teammates to facilitate onsite needs and responsibilities.

c. Coordinate post-event surveys with the Research team and provide analysis to key stakeholders, as needed.

d. Identify and collect key metrics from events and programs from stakeholders and update in stakeholder dashboard.

• Support operations of events and programs:

a. Coordinate SEMA Show booth work orders, staffing requests, freight, etc.

b. Serve as department resource to scope out new project or program requirements.

• Coordinate accounting and logistic functions on behalf of stakeholders, including:

a. Check requests, purchase orders, refunds, volunteer reimbursements, invoice creation, etc.

b. Shipping needs.

c. Inventory tracking and storage system creation.

• Assist with alignment of data systems, reporting and integration between CRM and initiatives:

a. Work with data team to standardize reports and data entry.

b. Work with data team to maintain Council rosters.

c. Work with IT to create and update paid program registration pages.

• When directed by management, perform other assignments and duties as required:

a. administrative support as needed.

b. Take meeting minutes as needed.

c. provide support on Task Force and Select Committee meetings as needed.

RELATIONSHIPS:

• Reports to Byron Bergmann, Operations Director, Councils & Networks.
• Interfaces with all departments.
• Interfaces with Association members and prospective members as recommended by the council directors.

Pay Range: $23 -$26

PRIMARY SKILLS & REQUIREMENTS:

• Team player who is willing to embrace new ideas and demonstrate an ability to change and grow as required by the position.
• 4-year college degree with a strong background in communications or event production preferred.
• Demonstrated proficiency in all Microsoft Office software and strong willingness to learn new software programs is required.
• Process all external and internal requests within provided deadlines during weekdays.
• Skilled communicator with strong organizational abilities.
• Travel requirements up to 25%.

This job description is not intended to be and should not be construed as an all-inclusive list of all responsibilities, skills, relationships or working conditions associated with the position. While it is intended to be an accurate reflection of the job requirements, management reserves the right to modify, add or remove duties and to assign other duties as necessary.