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About Us
The Hearth, Patio & Barbecue Association (HPBA) is based out of the DC area and is the heartbeat of industries that bring warmth, flavor, and joy to our lives. We champion the essential products that make family gatherings and moments with friends unforgettable—from cozy fireplaces to sizzling barbecue grills and inviting outdoor living accessories. Fun fact: Over 80% of households have a barbecue grill! Join us in celebrating and promoting the products that enrich our everyday experiences and create lasting memories.

Job Summary
Join a dynamic team where your tech savviness, organizational skills, and attention to detail will be right at home. We're looking for a proactive Operations Coordinator who takes pride in expertly managing various daily tasks, from accounting coordination to maintaining our database. In this role, you'll be the primary operational support for our Senior Leadership team.

This role is perfect for individuals with exceptional multitasking and administrative abilities, stellar interpersonal skills, and clear communication.

Key Responsibilities
This role requires being onsite in Arlington, VA, 2 days a week, and occasionally more often leading up to the organization’s key events.

• Mail Management:
• Oversee all aspects of mail handling, including sorting, distributing, and coordinating courier services.
• Maintain accurate logs of incoming and outgoing mail and ensure timely processing.
• Accounting Support:
• Assist with basic bookkeeping tasks such as processing invoices and expense reports, and ensure accurate record-keeping in collaboration with various departments.
• Help manage accounts receivable, invoicing, payment processing, and following up on outstanding payments.
• Assist with preparing documentation for audits and other financial reviews.
• Filing and Document Management:
• Maintain organized digital and paper filing systems, ensuring confidentiality and easy access to documents
• Handle archiving as needed.
• Administrative Support:
• Provide general administrative support to senior leadership, including managing calendars, scheduling meetings, and preparing documents.
• Utilize technology to streamline tasks, manage digital tools, and troubleshoot any technical issues that arise.
• Assist in the coordination of company events and conferences.
• Data Management:
• Maintain accurate and up-to-date contact and payment information.
• Take a proactive approach to identifying and resolving data-related issues and discrepancies.
• Collaborate closely with IT providers to maintain the security and integrity of data systems and promptly address any technical challenges.

Required Skills/Abilities 

• Proven experience in operations and administration.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Basic understanding of accounting and/or bookkeeping tasks.
• Strong communication skills, both written and verbal.
• Ability to work independently and as part of a team.
• Highly organized. Attention to detail and a high level of accuracy.

 Preferred Qualifications 

• Experience with accounting software (e.g., Bill)
• Familiarity with document and database management systems

We are a collaborative team that works hard to serve our members and has fun doing it! Join HPBA and be part of a dynamic team that values collaboration, agility, candor, customer focus, and growth.

About Hearth, Patio & Barbecue Association

The Hearth, Patio & Barbecue Association (HPBA), based just outside of Washington, DC, is the North American industry association for manufacturers, retailers, distributors, representatives, service firms, and allied associates for all types of fireplace, stove, heater, barbecue, and outdoor living appliances and accessories. HPBA provides professional member services and industry support in government relations, events, market research, education, certifications, consumer education, and industry promotion.

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