Grain Elevator and Processing Society (GEAPS) · 1 month ago
Administrative Operations Coordinator
Grain Elevator and Processing Society (GEAPS) is an association serving members, exhibitors, partners, and staff in the grain handling and processing industry. The Administrative Operations Coordinator supports daily administrative operations, membership services, financial processing, event registration and execution, customer service, and advertising and partner programs, with regular in-office work in Bloomington, Minnesota.
Farming
Responsibilities
Support administrative operations across GEAPS departments, with primary support for the Events and Membership teams
Monitor and distribute incoming mail, packages, and shipments; organize and route materials appropriately
Maintain office and event supply inventory, coordinating orders and shipments as needed
Assist with preparation and shipping of event materials, signage, badges, ribbons, and onsite supplies
Answer and respond to general phone and email inquiries with a high level of customer service
Support internal file organization, reporting, and data accuracy within organizational systems
Assist with additional administrative and operational projects as assigned
Process incoming payments, checks, and assist with account reconciliation activities
Track outstanding balances and support follow-up communication regarding unpaid invoices
Maintain accurate records related to event payments, memberships, sponsorships, and advertising sales
Coordinate with internal teams to support financial tracking and reporting needs
Assist with event registration processes, attendee communications, badge preparation, and reporting
Answer exhibitor and attendee customer service inquiries during event planning and onsite execution
Assist with collection and tracking of exhibitor documentation, including Certificates of Insurance (COIs)
Support post-event reconciliation, payment follow-up, reporting, and data cleanup
Assist with membership inquiries, renewals, new member processing, and general customer support
Provide membership benefit information and assist with member onboarding activities
Support membership data entry and database accuracy within organizational systems
Collaborate with internal teams to support member engagement and customer experience efforts
Respond to high-volume member, exhibitor, and attendee communications professionally and efficiently
Support advertising and sponsorship administration for GEAPS publications, events, and programs
Assist with production and distribution of media kit and advertising materials
Process advertising contracts, track deliverables, and maintain organized records and reporting
Coordinate with internal teams and vendors to support advertising production, proofing, and publication timelines (across print and online)
Update and monitor digital advertising to ensure accuracy of logos and content
Respond to advertising and sponsorship inquiries, providing timely customer service and support
Assist with Partner Program coordination, including tracking deliverables, maintaining calendars, and supporting fulfillment of partner benefits throughout the year
Qualification
Required
Associate degree or equivalent combination of education and professional experience required
Minimum of 5 years of administrative, customer service, membership, or event support experience required
Strong organizational and time-management skills with attention to detail
Excellent written and verbal communication skills
Ability to manage multiple priorities and adapt in a fast-paced environment
Strong customer service mindset and collaborative approach
Ability to work independently while collaborating effectively across teams
Valid state motor vehicle operator's license
Ability to travel for GEAPS Exchange, staff meetings, retreats, and other events as needed
Ability to regularly report to the Bloomington, MN office 3-4 days per week
Hybrid role, but willing and able to travel as required, including overnight stays
May require extended work hours, including evenings and weekends, during event periods
Frequently required to sit for extended periods of time
The noise level in the work environment is usually moderate
Occasionally lift and/or move up to 40 pounds
Preferred
Proficiency with Microsoft Office and database/CRM systems preferred
Benefits
Hybrid role with regular in-office support in Bloomington, MN 3-4 days per week
Company
Grain Elevator and Processing Society (GEAPS)
International professional association for grain processing professionals.
Funding
Current Stage
Early StageCompany data provided by crunchbase