Chapter Administrator Job Description

IFMA Southeastern Michigan is Looking for a Chapter Administrator!

Interested in applying? Please email your cover letter and resume to [email protected]

About IFMA Southeastern Michigan
The Southeastern Michigan Chapter of the International Facility Management Association (IFMA) is a professional community dedicated to advancing the facility management profession through education, networking, and knowledge sharing. Our chapter connects facility managers and service providers from across Metro Detroit, offering monthly programs, facility tours, and professional development opportunities that support members at every stage of their careers.

About the Role
The Southeastern Michigan Chapter of the International Facility Management Association (IFMA) is seeking a highly organized and self-motivated Chapter Administrator to support our members and committees. This individual will manage the daily operations of the Chapter, provide excellent member service, and ensure smooth communication between IFMA International, the local chapter board, and our members.

This is a part-time, contract-based role that offers flexible scheduling, a variety of administrative responsibilities, and the opportunity to be part of a professional network of facility management leaders.

Key Responsibilities

Member & Communication Support

• Respond promptly and professionally to phone calls, emails, and other inquiries from members, officers, and the public.

• Route communications to chapter officers or committee chairs as needed.

• Maintain an up-to-date member and prospect database, including contact details, membership status, and company information.

• Generate mailing lists, labels, and reports for Board use.

• Coordinate with IFMA International to ensure membership records are accurate and current.

• Prepare and distribute welcome materials and membership packets for new members.
  

Event Coordination

• Manage registration for monthly chapter meetings and events, including attendee lists, name badges, and payments.

• Reconcile event income and follow up on outstanding invoices.

• Provide on-site registration and support during all monthly events.

• Assist with marketing materials, newsletters, and announcements to promote events and chapter programs.
  

Financial & Administrative Management

• Receive and record payments for meetings, sponsorships, and advertising, working closely with the Chapter Treasurer on monthly reconciliations.

• Prepare regular financial reports and coordinate with our StarChapter platform for accurate accounting.

• Support annual officer elections, including ballot preparation and vote certification.

• Monitor the Chapter P.O. Box and handle mailings as needed.

Website & Communications

• Maintain the Chapter website through StarChapter, ensuring all information is accurate and timely.

• Draft and distribute Program announcements (approximately 2-3 times per month).

• Monitor and manage the Chapter’s LinkedIn page.

• Assist with proofreading, formatting, and scheduling all outgoing communications.

Board & Committee Support

• Provide administrative and logistical support to committee chairs, including scheduling and attending committee meetings, preparing agendas or meeting materials, taking notes, and tracking follow-up actions.

• Assist committees with outreach and project execution, such as making phone calls or sending emails to potential sponsors, venues, or speakers; coordinating event details; and helping ensure chapter initiatives and programs stay on schedule.

• Attend monthly board meetings, take detailed meeting minutes, and distribute finalized minutes within three business days.

• Maintain organized digital records of all Chapter activities, agreements, minutes, and correspondence.

• Prepare the annual membership directory, cross-referenced by company and individual names.

Qualifications

• Strong organizational skills and attention to detail

• Excellent written and verbal communication

• Proficiency with Microsoft Office and online platforms (e.g., StarChapter, database tools, email marketing software)

• Experience managing event logistics, communications, or nonprofit administration preferred

• Ability to work independently and manage multiple tasks effectively

• Professional, courteous, and reliable

Work Details

• Hours: Part-time; primarily weekday business hours (8:00 AM – 5:00 PM); occasional evening event support required

• Compensation: Contract-based; commensurate with experience

• Location: Remote with in-person attendance at monthly board meetings and chapter events within the Metro Detroit area