Note: The job is a remote job and is open to candidates in USA. The National Waterways Conference is a national trade association focused on water resources infrastructure and related federal policy. The Membership & Operations Coordinator will support membership administration, association systems, event logistics, sponsorship coordination, communications, and general operational processes while serving as a key point of contact for members.
Responsibilities
- Support and manage the full membership lifecycle, including new member onboarding, dues invoicing, renewals, payment processing, and lapsed-member follow-up
- Maintain accurate and current member records in iMIS, NWC’s association management system, ensuring data integrity across contacts, organizations, and membership tiers
- Generate routine membership reports for the CEO, COO, Executive Committee, and Board, including monthly membership reports and ad hoc data pulls
- Serve as a primary point of contact for member inquiries by phone and email, providing prompt, professional, and solutions-oriented service
- Support implementation of the new tiered dues structure and the transition to a January 1 annual renewal cycle effective January 1, 2027, including member tier confirmations, invoicing communications, and coordination of member questions, issue tracking, and escalation as needed
- Coordinate registration for NWC’s two annual events: the Legislative Summit in Washington, DC, and the Annual Meeting hosted in a different water resource community each year
- Set up and manage event registration in iMIS, including pricing tiers, member and non-member rates, registration confirmations, and attendee data tracking
- Support pre-event logistics including hotel room blocks and rooming list support, attendee communications, name badges, signage coordination with vendors, and materials preparation
- Provide on-site event support, including registration desk management, attendee assistance, AV and signage troubleshooting, other event needs, and post-event wrap-up
- Assist with planning and execution of additional virtual programming such as webinars, member briefings, and committee meetings
- Travel to both annual events is required; additional limited travel may be needed for site visits or member engagement
- Manage sponsorship invoicing, payment tracking, and fulfillment in coordination with the COO
- Track sponsor commitments, deliverables, and recognition obligations across both annual events and year-round programs
- Coordinate sponsor communications, logistics, and on-site recognition, working with NWC’s designer on signage and recognition materials
- Maintain accurate sponsorship records and contribute to the development of annual sponsorship reports and renewal outreach
- Make routine updates to the NWC website, including event pages, news posts, and membership content
- Support distribution of routine member communications, including renewal notices, event announcements, and the Federal Spotlight newsletter
- Assist with maintaining mailing lists, email distribution segments, and contact accuracy across communication platforms
- Support the COO and CEO with administrative tasks, including document preparation, and follow-up tracking
- Help maintain and improve standard operating procedures (SOPs) for recurring workflows
- Coordinate with NWC’s bookkeeper, marketing consultant, policy coordinator and other contractors or employees as needed for cross-functional work
- Coordinate incoming dues, sponsorship, and registration payments with NWC’s accounting firm including monthly reconciliation of association management system records against financial records
- Provide light support for governance activities, including Board and committee meeting logistics
Skills
- • One to three years of experience in an association or similar, nonprofit, professional services, or similar member- or client-facing environment
- • Demonstrated ability to manage multiple priorities, meet deadlines, and follow established processes accurately and consistently
- • Strong written and verbal communication skills, with the ability to represent NWC professionally to members, sponsors, and external partners
- • Proficiency with Microsoft Office 365, including Outlook, Word, Excel, and Teams
- • Preferable experience with a CRM or association management system (AMS), with strong attention to data accuracy and reporting
- • Comfort working independently in a remote environment while collaborating effectively with a small team and external partners
- • Willingness and ability to travel to NWC's annual events (typically spring in Washington, DC, and fall for the Annual Meeting location)
- • Highly organized, detail-oriented, and process-focused
- • Service-minded and responsive, with a genuine interest in supporting members and building relationships
- • Collaborative and adaptable, with the ability to work effectively with staff, contractors, and external partners
- • Proactive and self-directed, with the ability to recognize when to act independently and when to escalate
- • Discreet and professional, with a high level of confidentiality and sound judgment around sensitive member, sponsor, and governance information
- Location: Remote, within the United States
- Schedule: Full-time, exempt. Standard business hours with flexibility required around event cycles and major program deadlines
- Travel: Travel is required for the Legislative Summit (Washington, DC, typically March) and the Annual Meeting (rotating location, typically September/October), plus occasional additional travel for site visits or member engagement. Estimated total travel: 5-10%
- Physical Requirements: Ability to lift event materials and shipping boxes up to 30 pounds and stand for extended periods during on-site event registration, with or without reasonable accommodation
- • Experience with iMIS (highly preferred) or comparable AMS platforms
- • Prior experience with membership operations, event registration, or sponsorship administration in a trade association or 501(c)(6) environment
- • Familiarity with QuickBooks or cloud-based accounting or bookkeeping platforms, particularly the integration of membership and sponsorship invoicing with financial records
- • Exposure to federal policy, advocacy, or government relations work, particularly in infrastructure, transportation, water resources, or related sectors
- • Bachelor's degree, or equivalent combination of education and experience
Benefits
- Remote work within the United States
- Health insurance
- Retirement contributions (5% match)
- Generous vacation and sick time
- Generous holiday time off
- Professional development support
Company Overview