Database Associate
Charlotte, North Carolina
Jones Networking is partnering with an association management company in Charlotte, NC that is looking to add a highly organized, detail-oriented Database Associate to support database management, event registration, sponsorship administration, and daily operational activities. This position is ideal for someone who enjoys working with data, maintaining accurate records, and ensuring administrative processes run efficiently.
The Database Associate will be responsible for processing high volumes of information, maintaining database accuracy, coordinating event registrations, tracking sponsorship information, and providing professional customer service to members, clients, and event attendees.
Database Associate Responsibilities:
Database Management & Data Entry:
- Maintain accurate and up-to-date member, client, organization, sponsor, speaker, and attendee records.
- Process database updates, including contact information, membership changes, registrations, and organizational affiliations.
- Identify and correct duplicate, incomplete, or inaccurate records according to established procedures.
- Maintain organized electronic files, registration records, and supporting documentation.
- Generate standard database reports, including membership lists, registration reports, sponsor information, and attendee records.
- Perform routine database maintenance, data cleanup, and recurring updates to ensure accuracy and consistency.
Event Registration & Coordination:
- Enter and maintain event information, including dates, locations, descriptions, speaker details, pricing, and registration information.
- Process event registrations, payments, confirmations, cancellations, substitutions, and complimentary registrations.
- Monitor registration activity, attendee counts, and event capacity.
- Prepare attendee lists, registration reports, name badges, and event materials.
- Assist with event preparation, registration setup, and onsite attendee check-in.
- Complete post-event database updates and registration closeout procedures.
Sponsorship Administration:
- Prepare and distribute sponsor invoices based on approved sponsorship agreements.
- Maintain accurate records of sponsorship commitments, invoice status, payments, benefits, and registrations.
- Track sponsor contact information, logos, and required event materials.
- Follow up on outstanding payments and missing sponsorship information.
- Provide accurate sponsorship reports and supporting information to internal team members.
- Escalate billing discrepancies or sponsorship-related issues as appropriate.
Customer Service & Administrative Support:
- Respond to routine inquiries from members, clients, sponsors, and event attendees via phone and email.
- Assist with questions regarding registrations, payments, membership records, and administrative processes.
- Monitor shared email inboxes and direct inquiries to the appropriate team members.
- Track outstanding requests, deadlines, and follow-up activities to ensure timely completion.
- Maintain professional, responsive communication with internal and external contacts.
- Assist with general administrative tasks and special projects as needed.
Event Preparation & General Support:
- Organize and maintain event supplies, registration materials, and attendee information.
- Prepare speaker photographs, biographies, sponsor logos, and supporting event documentation.
- Assist with packing, organizing, and preparing materials for meetings and conferences.
- Provide additional administrative and event support as needed.
Database Associate Qualifications:
- Strong data entry skills with exceptional attention to detail and accuracy.
- Proficiency in Microsoft Office 365, particularly Excel, Outlook, and Word.
- Experience maintaining databases, spreadsheets, or electronic recordkeeping systems.
- Excellent organizational and time-management skills with the ability to handle multiple deadlines.
- Strong written and verbal communication skills.
- Ability to follow established procedures, checklists, and detailed instructions.
- Comfortable performing high-volume, repetitive, and detail-oriented administrative tasks.
- Strong customer service skills and a professional demeanor.
- Ability to work independently while collaborating effectively with a team.
- Previous experience with Customer Relationship Management (CRM), Association Management Systems (AMS), registration or membership databases is preferred.
- Familiarity with NetForum or similar membership management software would be advantageous, but not required.
- Experience processing event registrations, invoices, payments, or membership records is preferred.
- Background working with professional associations, nonprofit organizations, event management companies, or membership-based organizations would be advantageous, but not required.
Administrative Specialist Salary & Benefits:
- Salary is commensurate on experience
- Health, Dental & Vision Insurance
- ST & LT Disability
- Life Insurance Policy
- Excellent PTO
- Hybrid Working Schedule
