Member & Education Services Coordinator Job Description
Job Purpose
The Member & Education Services Coordinator supports the delivery of high-quality member services across membership, education, and events. This role is responsible for day-to-day coordination, member support, and execution of education programs and events, ensuring a consistent, professional, and well-organized member experience. The position plays a key role in event logistics and delivery, working under the direction of the Manager to execute conferences, courses, and member-facing initiatives.
Areas of Accountability
· Membership services and administration
· Education coordination and tracking
· Event coordination and execution
· Operational and accounting support
· Systems accuracy and process support
Percent Allocation of Time
Area
% of Time
Membership Support
40%
Education Coordination & Tracking
25%
Event Coordination & Execution
25%
Operations/Accounting Support
10%
Duties & Responsibilities
Membership Services
· Process new member applications, terminations, and transfers in MMSI and related systems.
· Maintain accurate membership records, spreadsheets, and reporting.
· Respond to member inquiries related to licensing, requirements, and bylaws.
· Support member communications and coordination with internal teams.
· Administer business partner and office staff applications.
· Ensure data integrity across systems and reports.
Education Coordination
· Maintain course tracking, budgets, and participant records.
· Support delivery of PDP courses, learning sessions, and orientation programs.
· Coordinate instructors, materials, and course logistics.
· Moderate virtual sessions and manage attendance tracking.
· Compile course feedback and support continuous improvement.
· Commute to areas on the island to invigilate education and events to membership (Valid license and car required - mileage paid)
· Provide administrative support to Education Committee.
Event Coordination & Execution
· Coordinate logistics for all member-facing events including education courses, conferences, broker forums, and appreciation events.
· Act as the primary logistics coordinator, including venue sourcing and coordination, catering, AV, and vendor management.
· Manage registration setup and tracking.
· Manage event materials (signage, name badges, packages).
· Manage event systems and administration including registration platforms, attendance tracking, payment processing and reconciliation.
· Provide on-site and virtual event execution support including setup, check-in management, and troubleshooting.
· Support event budget tracking by collecting quotes, tracking expenses against approved budgets, and coordinating with Finance.
· Gather and summarize post-event feedback and identify improvements.
Operations & Accounting Support
· Process daily payments, deposits, and reconciliation.
· Support MLS billing, fees, and invoicing.
· Maintain financial records and filing systems.
· Manage supply inventory and procurement of materials.
· Support year-end documentation and reporting.
Risk & Escalation
Identify issues related to member records, event delivery, or education services.
Escalate complex, sensitive, or high-risk issues to the Manager.
Maintain confidentiality and data integrity.
Qualifications
Education & Experience: 1–3 years in administration, membership services, or event coordination; post-secondary education in business, administration, or event management is an asset. Successful applicant must have a valid BC drivers license and a vehicle to attend events outside of Nanaimo
Core Skills: Strong organization and multitasking ability; clear and professional communication; high attention to detail and accuracy.
Technical Skills: Microsoft Office (Excel), CRM / database systems (MMSI preferred), basic financial administration.
Assets: Event coordination experience (strongly preferred), real estate or association experience, bookkeeping knowledge.
Pay: $48,000.00-$52,000.00 per year
Benefits:
- Company events
- Company pension
- Dental care
- Disability insurance
- Discounted or free food
- Employee assistance program
- Extended health care
- Life insurance
- Mileage reimbursement
- On-site parking
- Paid time off
- RRSP match
- Tuition reimbursement
- Vision care
- Wellness program
Ability to commute/relocate:
- Nanaimo, BC V9T 2L8: reliably commute or plan to relocate before starting work (required)
Willingness to travel:
Work Location: In person
