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Job Description
Position Summary The Member Service and Communications Coordinator provides administrative, member service, meeting coordination, document management, and communications support for assigned PPI divisions and staff. This position helps ensure accurate member records, timely meeting preparation, effective ballot tracking, professional communications, and consistent support for division activities, publications, and member engagement.
Essential Responsibilities:
Member and Division Support Maintain accurate division member information and distribution lists in Association Management Software. Manage division documents, records, and related materials as directed by the Director(s) of Engineering. Meeting Coordination Serve as the meeting coordinator for assigned division meetings, including scheduling, distributing invitations, preparing agendas, coordinating materials, arranging in-house meeting logistics, tracking attendance, and preparing meeting minutes. Prepare meeting materials for Annual and Semi-Annual Meetings, including e-books, agendas, and supporting materials. Support in-person and virtual meetings; occasional travel may be required, including some weekends. Balloting and Publication Support Prepare documents for balloting and track ballot progress in PPI SpecBuilder to ensure ballot requirements are met. Communicate with voting members as needed to support timely ballot completion. Report ballot results to the Division Engineer and Project Owner. Proofread and format final documents before publication to maintain accuracy, consistency, and alignment with the PPI Branding Guide. Marketing and Communications Responsibilities Coordinate with the Director, staff, and marketing partners to support social media posts, announcements, and member-facing communications. Assist with drafting, formatting, proofreading, and scheduling social media content consistent with PPI messaging, branding, and publication standards. Support the preparation of marketing and communication materials for meetings, division activities, publications, campaigns, and member engagement efforts. Use Adobe Illustrator to assist with basic layout, graphics, document preparation, and visual content updates, as assigned. Maintain attention to brand consistency, accuracy, tone, and visual quality across communications materials. Administrative and Member Communications Support Support routine member communications, notices, reminders, and follow-up correspondence for assigned division activities. Maintain accurate records, files, and administrative documentation to support division operations and member service. Coordinate with internal staff to ensure timely, accurate, and professional responses to member requests.
Other Duties:
Perform additional duties as assigned by the President, Board of Directors, Office Manager, or Director(s).
Required Qualifications:
Minimum of two years of office administration, member service, association, meeting coordination, marketing, communications or related experience preferred. Demonstrated ability to maintain a high level of accuracy when preparing, entering, and reviewing information. Ability to maintain confidentiality and exercise sound judgment when handling member, staff, and organizational information. Associate degree, business degree, or equivalent combination of education and relevant experience preferred. Skills and Abilities Excellent interpersonal, written, verbal, and listening communication skills. Strong organizational, time management, and follow-through skills. High attention to detail and accuracy. Analytical, problem-solving, and decision-making skills. Ability to manage multiple priorities, deadlines, meetings, and document workflows. Proficiency with Microsoft 365, including Word, Excel, PowerPoint, Outlook, and Teams. Experience with association management, database, ballot tracking, scheduling, webinar, or project management tools preferred. Experience with Adobe Illustrator, Adobe Creative Cloud, Canva, or similar design and layout tools preferred. Familiarity with social media platforms, digital communications, brand standards, and basic content scheduling preferred. Professional Attributes Necessary for Success in
This Position:
Maintains confidentiality, professionalism, and ethical conduct. Communicates respectfully and effectively with members, staff, vendors, and leadership. Demonstrates sound judgment, reliability, flexibility, and accountability. Works effectively with diverse individuals, committees, and member companies. Shows initiative, attention to detail, and a commitment to service quality.
Language Skills:
Ability to read, analyze, and interpret general industry and business periodicals, professional journals, technical procedures, and governmental regulations. Ability to write reports, business correspondence, procedures, meeting minutes, announcements, and member communications. Ability to effectively present information and respond to questions from managers, members, vendors, and the general public.
Mathematical Skills:
Ability to calculate percentages, perform basic financial calculations, and support practical applications related to accounts receivable and accounts payable functions.
Reasoning Ability:
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret technical instructions and work with several abstract and concrete variables.
Physical Requirements:
Good Sight with color perception Lifting and carrying up to 20 pounds. Good hearing and listening Dexterity Clear speech in the English language Reach with hands and arms Talk, hear Sit, stand Walk, bend
Work Environment:
Work is performed primarily in an office environment, including frequent computer use and regular interaction with staff, members, vendors, committees, and member companies. Work may include virtual meetings, in-person meetings, moderate noise levels, deadlines, and coordination with multiple stakeholders. Travel is required to attend association's Annual and Semi-Annual meetings and maybe required to support meetings or events, including some weekends. Position is hybrid with 2 days in the association office in Irving, TX and 3 days working from home.
Required Use of Machinery, Tools, Equipment and Personal Protective Equipment:
Personal computer and various business equipment.
Pay:
$55,000.00 - $75,000.00 per year
Benefits:
401(k) 401(k) matching Dental insurance Flexible spending account Health insurance Paid time off Vision insurance
