To facilitate and help conduct all business of the Board.
DUTIES AND RESPONSIBILITIES
Primarily responsible for the overall management, administration and direction of the association activities and its offices as authorized by the Board and Executive Committee.
Keep the President and Board informed on the condition of the association and assist in implementing all decisions of the Board.
Serve as the communications link between the elected officers of the Association committee members and the general membership keeping them apprised of pertinent issues, shifting or conflicting priorities and members' needs and concerns.
Physically maintain custody and assure security of all official Association documents and records.
Attend annual conferences: BAE, Southern Regional Conference and International Conference and others as Board approves.
Promote interest and active participation of the members in the Association’s activities.
Provide the means and mechanics for the conduct of the Association official business including elections (means and mechanics include mailing of ballots and record keeping).
Maintain current incorporation status of the Association.
Maintain insurance coverage and compliance.
Attend board meeting and planning sessions.
Plan and coordinate the Annual Goals Planning meeting.
Prepare agenda for Board meetings and distribute to all Board members by email.
Record minutes of the Board meetings and maintain books as required by the Secretary of State.
Distribute financial reports to all Board members by email.
Serve as a point of contact for all members seeking information on various services and programs.
Maintain new member packets including welcome letter, membership certificate, newsletter and advertising information and any other pertinent information.
Maintain an accurate, updated database of members, prospective members, current officers, committee members, media and other associations.
Review and update membership rosters provided by BOMA International on a monthly basis.
Provide members with updated membership lists and labels by mail or email.
Coordinate dues processing, invoicing and collection for all members.
Conduct periodic surveys of the membership to identify member needs and solicit suggestions regarding Association services and values, if so desired.
Oversee the general and specific aspects of the educational program and seminars.
Serve as liaison between Education Chair, instructors and BOMI.
Provide BOMI with yearly class schedule so that they can design the registration forms.
Market courses by mail, emaiI and fax.
Receive and review student registration forms and ensure payment from all students.
Prepare class roster and send to BOMI. Order exams and arrange for proctor for exams.
Order textbooks for all classes and mail to students.
Coordinate committee interests.
Assist in the development and implementation of committee programs.
Coordinate a fax/email committee flyer.
LUNCHEONS/BI -MONTHLY MEETINGS
Coordinate with Program Committee luncheon speaker, date, location and agenda.
Coordinate agenda with Spotlight Speaker and/or luncheon sponsor.
Prepare new member certificates and bios for luncheons.
Prepare and email luncheon notice and handle all reservations.
Print name badges.
Supervise all arrangements with the meeting location to include coordinating room set-ups, menu, pricing, service, guarantees, audio-visual requirements and room reservations.
Manage meeting reservation registration desk.
Provide numbers of meeting attendance at Board meetings and maintain attendance record.
Bill no-shows and attendees that did not pay at the door.
Maintain working relationship with BOMA International.
Responsible for governor's credentials for all BOMA meetings.
Serve as a point of contact for individual members seeking information on International programs and services and as a point of contact for International staff seeking information on local programs and individual members.
Administer Marketing Partners Program with BOMA International.
Manage and assist in the planning and coordination of major events: i.e. TOBY, Education, Trade Show (inter association functions).
Consult legal counsel to advise on matters of Association business and activities whenever required or appropriate.
Cost Analysis- Evaluate productivity and efficiency dynamics of the Association's work process and activities for cost efficiency and effectiveness.
Provide the necessary liaison and support to the Secretary/Treasurer to enable him/her to properly perform his/her function.
Oversee the management of the Association office; maintain the operational budget for the servicing and upgrades of various types of office equipment: computers, printer, fax machine, postage meter, and scale, Internet carrier.
Negotiate and secure bid contracts for work specifications: i.e. equipment, service/ supplies, marketing, printing, etc.
Oversee all invoicing and collections for accounts receivables.
Supervise and coordinate membership dues processing, invoicing and collection for all members.
Manage in-house accounting systems through the use of QuickBooks software program: posting, reconciliation, deposits, and draft checks.
Maintain Association financial records and report to Board at monthly meetings.