Membership Coordinator

Job Description

Job Description

The Membership Coordinator is an entry-level role focused on delivering high-quality, detail-oriented service to AAAE members while supporting accurate data management and core membership operations. This position serves as a front-line point of contact for members and plays an important role in ensuring inquiries are addressed promptly, records are maintained accurately, and established deadlines are met.

The ideal candidate is highly organized, curious, and proactive, someone who values accuracy, asks thoughtful questions, and takes pride in delivering a positive, consistent member experience.

This role is part of a collaborative team environment where ideas and feedback are welcomed; at the same time, the successful candidate must be comfortable working independently, following established processes, and managing assigned responsibilities with reliability and initiative. This position is well-suited for an early-career professional interested in association operations and member service, with opportunities for growth as core responsibilities are mastered.

Core Responsibilities

Member Service Operations & Engagement

• Serve as the primary front-line customer service contact for members via phone and email, providing timely, professional, and solution-oriented support.
• Monitor and manage the Member Services inbox daily, responding to requests for invoices, receipts, password assistance, and general inquiries; route messages to appropriate departments with clear context and follow-through.
• Assist members with navigating the AAAE website, logging into accounts, and understanding membership categories, benefits, and available resources.
• Conduct outreach to new and expiring members to support on-boarding, address questions, and communicate the benefits of membership to support renewal.

Data Stewardship & iMIS Administration

• Maintain accurate, complete, and up-to-date member records in iMIS in accordance with established association data standards and procedures.
• Identify and resolve duplicate records, bounced emails, and returned communications.
• Process committee roster updates, including add/remove requests, and support the review and removal of lapsed committee members to maintain accurate records.
• Support routine data audits, exception reports, and record clean-up efforts to promote data integrity.
• Run basic reports and provide member lists to internal staff as requested.

Program Support

• Provide administrative support for Young Professionals Committee activities, including scheduling assistance, agenda preparation, and follow-up communications.
• Assist with the Aviation Emerging Leaders Program by supporting enrollment workflows, eligibility confirmation, participation tracking, and maintenance of participant rosters.
• Assist with online community support activities, including posting and maintaining resources in online libraries and helping facilitate member-to-member engagement.
• Assist with professional development grant logistics by helping coordinate travel, hotel, and registration details and serving as a point of contact with the internal team.
• Provide administrative support to the AAAE Foundation, including researching and compiling contact information for colleges and universities with airport management programs.
• Assist with scholarship program administration tasks, such as tracking recipients and supporting follow-up communications.

Growth & Development Opportunity

This position is intended as a foundational role within the Membership team. As the Coordinator demonstrates proficiency in customer service, data accuracy, and deadline management, there may be opportunities to take on additional responsibilities related to project coordination, program support, and membership benefit administration.

Education, prior work experience, and specialized skills and knowledge:

• Bachelor’s degree or equivalent combination of education and experience.
• 1–2 years of administrative, customer service, or coordination experience; association or nonprofit experience preferred.
• Strong attention to detail and ability to follow established processes.
• Effective organizational and time-management skills.
• Clear, professional written and verbal communication skills.
• Willingness and ability to learn new systems and procedures; experience with CRM or AMS platforms (iMIS preferred).
• Proficiency in Microsoft Office (Outlook, Word, Excel, Teams, PowerPoint).
• Functional understanding of common AI tools and emerging trends in business, with the ability to apply them thoughtfully to everyday work.

Ideal Attributes

• Detail-oriented and dependable, with a strong commitment to accuracy.
• Curious and thoughtful, with a willingness to learn existing processes and thoughtfully contribute ideas to support continuous improvement.
• Service-minded and responsive to member needs.
• Able to manage tasks independently while contributing positively to a team environment.
• Motivated to grow professionally within a mission-driven association.

Typical physical demands/work environment:

To successfully perform the essential functions of this job, with or without reasonable accommodation, an employee is occasionally required to stand; walk; sit; use hands to grasp objects; reach with hands/arms; balance, stoop, kneel, or crouch; speak or listen; lift and/or carry up to 25 pounds; use close, distance, color, peripheral, depth perception, and focused vision. While performing the duties of this job, the employee is not exposed to weather conditions and the noise level is moderate.