Operations & Administrative Associate

Operations & Administrative Associate

Reports to: President & CEO
Status: Full-Time

Position Summary

The Operations & Administrative Associate helps ensure the Greater Mason City Chamber of Commerce and North Iowa Regional Commerce Center are welcoming, organized, professional, and running smoothly each day. As the 2026 Chamber of the Year, the Greater Mason City Chamber offers the opportunity to join an award-winning team committed to excellence, innovation, and meaningful impact in our community.

The primary responsibilities of this position are front-office service and day-to-day Commerce Center operations. This person serves as the first point of contact for callers and visitors and takes ownership of the details that keep the building functioning well, including facility rentals, vendors, maintenance coordination, supplies, scheduling, and building records.

The position also provides administrative support to the President & CEO, assists Membership Services with maintaining accurate member information and posting member content, and performs assigned financial administration such as deposits, QuickBooks entries, invoicing, payment tracking, and Commerce Center financial records.

The ideal candidate is organized, dependable, service-oriented, and proactive. They notice what needs attention, communicate well, follow through, and take pride in creating a positive experience for everyone who interacts with the Chamber and Commerce Center.

Our Culture

At the Greater Mason City Chamber of Commerce: We pursue excellence through integrity, inspire energy by leading with optimism, and are greater together as one team working for our community.

Every member of our team is expected to contribute to that culture through the quality of their work, their attitude, their relationships, and their willingness to help the organization succeed.

Position Description:

Front Office & Customer Service

• Serve as the primary receptionist for the Greater Mason City Chamber of Commerce and North Iowa Regional Commerce Center.
• Answer and route incoming phone calls professionally and efficiently.
• ​Greet members, tenants, visitors, vendors, and community members and assist with general inquiries.
• Maintain a welcoming, organized, and professional front-office environment.
• Provide excellent customer service and represent the Chamber positively in all interactions.
• Maintain lobby materials, informational displays, signage, and other public-facing areas.
• Assist visitors and renters with basic information about the Commerce Center and Chamber services.

Commerce Center Operations

• Take primary day-to-day ownership of the North Iowa Regional Commerce Center and help ensure the building is clean, welcoming, functional, and well maintained.
• Conduct routine building rounds and proactively identify maintenance, appearance, supply, or operational needs.
• Serve as the lead staff contact for facility rentals, including inquiries, scheduling, contracts, billing, room preparation, renter communication, and recordkeeping.
• Maintain an accurate calendar of facility rentals, maintenance, inspections, and other activities affecting the building.
• Coordinate necessary services for the building, patio, grounds, and parking lot, including cleaning, snow removal, landscaping, routine maintenance, and repairs.
• Monitor service agreements and required inspections for building systems such as security, elevators, fire protection, and other equipment.
• Serve as the primary liaison with cleaning, maintenance, IT, telecommunications, and other building service providers.
• Obtain information or proposals from vendors as needed and coordinate approved services.
• Coordinate office and building supply purchases and maintain appropriate inventory.
• Maintain organized and accessible records for rental agreements, vendors, inspections, service agreements, and other building operations.
• Coordinate and oversee After Hours Attendants for facility rentals occurring outside regular business hours.
• Monitor Commerce Center furnishings and equipment and identify replacement or improvement needs.
• Ensure conference rooms, lobby areas, kitchen, restrooms, storage areas, and common spaces consistently meet Chamber standards.

Administrative Support to the President & CEO

• Serve as the administrative assistant to the President & CEO.
• Assist with scheduling, correspondence, meeting preparation, records, and follow-up.
• Help organize and track priorities, deadlines, requests, and action items.
• Prepare documents, reports, meeting materials, and other administrative materials as assigned.
• Maintain organized electronic and physical files.
• Assist with board and committee administration as assigned.
• Handle confidential and sensitive information with discretion.
• Anticipate administrative needs and help ensure important details and deadlines do not fall through the cracks.
• Support special projects and organizational initiatives led by the President & CEO.

Financial Administration

• Prepare and submit bank deposits accurately and on a timely basis.
• Enter and maintain assigned financial information in QuickBooks.
• Assist with invoicing, payment tracking, and routine financial recordkeeping.
• Maintain accurate documentation for assigned financial transactions.
• Monitor financial activity related to the North Iowa Regional Commerce Center, including facility rental revenue, tenant-related revenue, operating expenses, and other building activity.
• Maintain organized records related to Commerce Center income and expenses.
• Monitor outstanding facility rental payments and other Commerce Center receivables and follow up as needed.
• Assist the President & CEO with Commerce Center budget tracking and financial reporting.
• Identify discrepancies, missing information, or unusual activity and bring concerns forward promptly.
• Maintain appropriate confidentiality and accuracy when handling financial information.

Membership Services Support

• Support the Membership team in maintaining accurate and up-to-date member records in the Chamber database.
• Process updates to member contact information, employee records, business information, and other member records as information is received.
• Assist with entering and maintaining information for new members.
• Post and update member-submitted job openings, Member News, and other member information on Chamber communication platforms.
• Help ensure member information displayed through the Chamber website, directory, and other resources is accurate and current.
• Provide administrative support for membership-related projects and communications as assigned.

Additional Administrative Responsibilities

• Administer the quarterly Cost of Living Index process.
• Coordinate inventory and sales of Chamber merchandise and specialty items.
• Maintain reliable systems for tracking recurring responsibilities, deadlines, requests, and follow-up items.
• Assist with correspondence, mailings, supplies, scheduling, and general office administration.
• Provide support for Chamber programs, events, and special projects as assigned.

Team Responsibilities

The Greater Mason City Chamber operates as a collaborative team. All employees are expected to:

• Support Chamber programs, events, and initiatives beyond their primary areas of responsibility.
• Step in when needed to help coworkers and ensure organizational success.
• Communicate proactively about deadlines, challenges, and needs.
• Look for opportunities to improve systems and make the organization more efficient.
• Take responsibility for assigned work from beginning to completion.
• Represent the Chamber positively and professionally in the community.
• Perform other duties as assigned by the President & CEO.

Qualifications

The successful candidate will demonstrate:

• Excellent customer service and interpersonal skills.
• Strong organizational and time-management skills.
• Exceptional attention to detail and accuracy.
• Dependability and consistent follow-through.
• Initiative and the ability to recognize what needs attention without always being directed.
• Comfort working with financial information and numbers.
• Experience with QuickBooks or the ability to learn it quickly.
• Proficiency with Microsoft Office and comfort learning new technology, databases, and systems.
• Strong written and verbal communication skills.
• Sound judgment and discretion when handling confidential information.
• The ability to manage multiple responsibilities and frequent interruptions while maintaining accuracy.
• A collaborative, positive approach to working as part of a small team.

Previous experience in office administration, customer service, facility operations, executive support, bookkeeping, accounting support, database administration, or a related area is preferred.

Compensation & Benefits

Salary Range: $35,000-$55,000, depending on qualifications and experience.

The Greater Mason City Chamber of Commerce offers a competitive compensation and benefits package, including:

• 100% employer-paid health, dental, vision, disability, and life insurance.
• Paid vacation and sick leave.
• Compensatory time for eligible Chamber activities outside the regular workday.
• Professional development opportunities.
• Membership in a Chamber member service club.
• An engaging, collaborative workplace.
• The opportunity to make a meaningful impact in Mason City and the North Iowa region.

Work Environment

This is an in-person position based at the North Iowa Regional Commerce Center in Mason City. The role includes regular interaction with members, tenants, renters, vendors, and visitors and requires the ability to move throughout the facility and assist with room preparation and routine building needs.

Some Chamber events and responsibilities occur outside the regular workday. Team members may occasionally be asked to participate in evening or early-morning activities.

Application Process

Interested applicants should submit their resume, cover letter, and references to:
Colleen Frein, President & CEO
Greater Mason City Chamber of Commerce
cfrein@masoncityia.com
641-423-5724

Listing closes Monday, November 9, 2026.