Job Description for VMA Back office staff

NOTE: Sunday working

Purpose : To support VMA EC for all back end work and make VMA operation working streamlined, effective and punctual. Job Title : Back Office Administrator Reporting To : First Reporting: Secretary (in absence of Secretary to President) Second reporting to : OB Office Location : Secretary’s personal Office

Key Responsibilities

1. Membership Management
- Conduct tele-calling for membership outreach and renewals. :

- Maintain updated membership records and track kit distribution.
- Handle registrations for events, workshops, and new memberships.

2. Office Administration & Record Keeping Maintain comprehensive office records including:

- Membership details
- Expenses and accounts
- Session details
- Speaker travel and stay arrangements o Minutes of EC meetings, GBMs, and AGMs o Event reports, news articles, videos, and photographs Manage all administrative tasks such as travel, food, and venue arrangements for events, Genesis programs, and family events.

3.



Accounts & Finance Support :

- Perform basic bookkeeping activities.
- Assist in preparing the Treasurer’s Report.
- Generate Proforma Invoices (PI) for membership, sponsorship, events, workshops, etc., and follow up for payments.

4. Event & Coordination Support :

- Coordinate during events including communication, MARCOM, and volunteer management.
- Provide administrative support to the Project Director for sessions and events.
- Schedule online meetings for speaker briefings, event updates, and EC activities.
- Assist with AIMA activity coordination and circulate relevant updates.

1. External Coordination & PR
- Conduct personal visits to institutes and offices for VMA activities, support, and public relations.
- Present VMA nominations at various platforms as guided by the Executive Committee.

Pay: ₹180,000.00 - ₹240,000.00 per year

Work Location: In person

📌 Back Office Administrator (Gandhibagh)
🏢 Vidarbha Management Association
📍 Gandhibagh