Job Details

Member Services & Technology Coordinator (Part-Time)

Department: Administration / Member Services
Reports To: Chief Operating Officer (COO)
Employment Status: Part-Time (Approximately 25 hours per week)

POSITION SUMMARY

The Guam Association of REALTORS® (GAR) is seeking a highly organized, technology-proficient, and detail-oriented individual to serve as its Member Services & Technology Coordinator.

This position plays an important role in supporting the Association's daily operations through the effective use of technology, membership management systems, digital communications, and administrative processes.

The ideal candidate will be comfortable working with multiple software platforms, managing electronic records, troubleshooting basic technical issues, and supporting members in navigating GAR's technology-based services.

In addition to providing professional member assistance, this position is responsible for maintaining accurate membership information, processing electronic transactions, coordinating online registrations, and supporting the Association's digital workflow.

This is a computer-intensive position requiring strong technical aptitude, accuracy, independent problem-solving, and the ability to learn new software applications quickly.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Technology & Digital Systems Administration

• Utilize Microsoft 365 applications, including Outlook, Word, Excel, Teams, SharePoint, and OneDrive, to support daily Association operations.
• Maintain and organize electronic files, shared documents, and administrative records using Microsoft SharePoint and other cloud-based platforms.
• Assist with the management and updating of membership databases and digital records.
• Perform accurate data entry, database updates, and electronic record maintenance.
• Assist with software access, password resets, account navigation, and basic technical troubleshooting.
• Support the implementation and daily use of digital workflows and administrative technology.
• Prepare electronic reports, spreadsheets, correspondence, and presentations.
• Identify opportunities to improve efficiency through technology and streamlined processes.
• Coordinate with staff or software vendors to resolve technical issues beyond the position's assigned access or expertise.

2. Membership Database & Records Management

• Process new member applications, renewals, transfers, reinstatements, and membership changes.
• Maintain accurate and current membership information across GAR's designated systems.
• Verify membership records for accuracy, completeness, and compliance with established procedures.
• Assist with electronic membership communications and notices.
• Generate membership reports and assist with tracking membership activity.
• Maintain organized electronic documentation for member transactions and correspondence.
• Assist with new member onboarding, account activation, and access to Association resources.
• Protect confidential member information and follow established data security procedures.

3. Member Technology Support

• Provide members with assistance accessing GAR's online services and technology platforms.
• Assist members with basic navigation of Flexmls, Supra, and other Association-supported systems.
• Troubleshoot routine login, account access, and system navigation issues.
• Refer complex technical matters to designated staff or software providers.
• Assist members with electronic forms, online registrations, and digital submissions.
• Provide clear instructions to members regarding available online resources and technology services.
• Maintain a professional and solutions-oriented approach when resolving member concerns.

4. Administrative Operations & Digital Communications

• Monitor and respond to Association emails and electronic inquiries.
• Prepare professional correspondence, electronic notices, spreadsheets, and administrative reports.
• Maintain shared calendars, schedules, and electronic files.
• Assist with document preparation, PDF management, scanning, and digital archiving.
• Support electronic payment processing, invoicing, and receipt documentation in accordance with GAR procedures.
• Assist with tracking administrative tasks and maintaining organized digital workflows.
• Coordinate information between staff members using Microsoft Teams, SharePoint, and other communication tools.
• Provide general administrative support to the CEO, COO, and Association staff.

5. Education, Events & Online Registration Support

• Manage and assist with online registrations for educational programs, meetings, and Association events.
• Maintain accurate electronic attendance records and registration lists.
• Assist members with accessing online educational resources and course information.
• Prepare digital registration materials, attendance reports, and event communications.
• Support Zoom meetings, webinars, and other virtual programs.
• Assist with basic event technology setup and participant support.
• Coordinate with staff to ensure accurate registration and attendance information.

6. Front Office & Professional Member Relations

• Serve as a professional point of contact for members, affiliates, vendors, and visitors.
• Respond to telephone calls, emails, and in-person inquiries efficiently and courteously.
• Provide accurate information regarding membership services, MLS access, educational programs, and Association procedures.
• Direct specialized questions to the appropriate staff member.
• Assist with routine front office operations while maintaining primary responsibility for assigned technology and membership administration functions.
• Represent GAR professionally and maintain a positive, service-oriented environment.

7. General Association Support

• Participate in staff meetings and technology training.
• Assist with special projects, system updates, and administrative improvements.
• Maintain confidentiality of Association records, member information, and internal communications.
• Follow established GAR policies and procedures.
• Perform other related duties as assigned by the CEO or COO.

MINIMUM QUALIFICATIONS

Required Qualifications

• High school diploma or equivalent; additional education or technical training preferred.
• Minimum two years of experience in office administration, database management, computer-based operations, or a related field.
• Strong proficiency with Microsoft 365, particularly Excel, Outlook, Word, and electronic file management.
• Familiarity with Microsoft SharePoint, Teams, and OneDrive, or comparable cloud-based collaboration systems.
• Demonstrated ability to navigate multiple software applications and learn new technology.
• Experience with electronic records, data entry, and database maintenance.
• Strong computer troubleshooting and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong attention to detail, organizational skills, and time management.
• Ability to manage multiple responsibilities with minimal supervision.
• Ability to maintain confidentiality and exercise sound judgment.

Preferred Qualifications

• Experience using membership management software, CRM systems, or association databases.
• Familiarity with Microsoft SharePoint document libraries and shared workflows.
• Experience with Zoom, Canva, Adobe Acrobat, or similar digital applications.
• Knowledge of Flexmls, Supra, or real estate-related technology.
• Experience with electronic payment processing, online registrations, or financial recordkeeping.
• Experience working in a professional association, nonprofit organization, or real estate environment.

CORE COMPETENCIES

• Technology proficiency and digital literacy
• Database accuracy and information management
• Microsoft 365 and SharePoint proficiency
• Technical troubleshooting and problem-solving
• Digital document management
• Administrative efficiency and organization
• Independent judgment and initiative
• Professional written and verbal communication
• Member relations and technical assistance
• Confidentiality and data security
• Adaptability and continuous learning
• Attention to detail and accuracy

PHYSICAL REQUIREMENTS

• Ability to work at a computer workstation for extended periods.
• Ability to operate standard office equipment.
• Ability to sit, stand, walk, bend, and reach as necessary.
• Ability to lift and carry office supplies weighing up to 25 pounds.
• Ability to communicate effectively in person, by telephone, and through electronic platforms.

WORK SCHEDULE

This is a part-time position, approximately 25 hours per week, generally scheduled Monday through Friday during GAR's regular business hours.

Occasional schedule adjustments may be required to support Association meetings, educational programs, or special events.

ABOUT THE GUAM ASSOCIATION OF REALTORS®

The Guam Association of REALTORS® is a professional trade association dedicated to supporting its members through education, technology, advocacy, professional standards, and resources that promote excellence in the real estate industry.

GAR is committed to providing efficient, technology-driven services that enhance the member experience and support the continued advancement of the real estate profession on Guam.