Details

Posted: 22-Feb-25

Location: Austin, Texas

Type: Full Time

Categories:

Administrative, Clerical, Support

Certifications:

CAE

Scope of Services

The selected person / firm will provide a range of association management services, including but not limited to:

Executive Management

• Serve as steward of BOMA Austin's operations, ensuring adherence to the Association's Bylaws and approved budget, and supporting the strategic plan.
• Represent BOMA Austin in the community by collaborating with businesses within and serving the CRE industry, other professional groups serving the real estate community and/or the economic growth of the Central Texas Region, and connecting members when applicable..
• Build and promote BOMA Austin’s brand awareness within the commercial real estate sector.
• Participate in the International BOMA Association Executives Committee.
• Ensure BOMA Austin is represented in both BOMA Texas and Southwest Region activities and leadership.
• Foster relationships with governmental officials and regulatory agencies.
• Implement and monitor policies set by the Board and investigate opportunities to improve operational efficiencies.
• Establish administrative procedures and processes for clear communication with the Board and Committee members.
• Ensure the association's mission, programs, and services are presented positively and consistently.

Board/Committee Governance & Support

• Attend and provide support for all Board meetings, including securing meeting locations, preparing and distributing agendas, and recording meeting minutes.
• Provide administrative support for committees, including maintaining member lists, coordinating meeting logistics, and distributing meeting notes.
• Assist with insurance procurement, ensuring competitive rates for General Liability, Financial Security Bond, and Director’s and Officer’s Liability insurance.
• Support in the planning of annual leadership retreats.

Membership Services

• Drive membership recruitment efforts and promote active committee involvement.
• Maintain and update the membership database, reconcile it with BOMA International’s records, and track membership renewals.
• Provide monthly membership reports including detailed statistics and trends.
• Actively respond to member inquiries regarding programs, services, and leadership opportunities.

Publications / Marketing

• Serve as publisher of weekly emails and manage marketing and event promotion communications.
• Promote events, luncheons, and other key activities through emails and other marketing channels.
• Develop and distribute promotional materials for events.

Education and Events (2-3 courses annually)

• Manage registration and logistics for BOMI courses.
• Ensure proper student payments and course materials are distributed.
• Manage education activities such as seminars and other opportunities to provide members with best practices and changes in the industry.

Web Site Content Management and Maintenance

• Maintain and update the BOMA Austin website and social media channels.
• Update the event calendar, manage online event registrations, and maintain the Career Center job postings.
• Facilitate sponsorship opportunities on the website to generate additional non-dues revenue.

Accounting

• Provide bookkeeping support for payables, receivables, deposits, and financial transactions, in coordination with a third-party controller.
• Assist with budget development and monitor adherence to financial goals.
• Prepare monthly financial reports and ensure GAAP compliance, assisting with audits and preparing annual filings (e.g., Form 990).

General Administrative Services

• Maintain the headquarters office and provide phone and mail services, including responding to member inquiries.
• Maintain and inventory BOMA Austin materials and ensure all association records are properly filed and stored.

Luncheon and Event Support

• Provide administrative support for up to 10 luncheons, a golf tournament, and the annual gala, including committee coordination and event logistics.
• Oversee vendor coordination, speaker management, registration, and on-site event management.

BOMA Political Action Committee (PAC)

• Assist the PAC Chair in maintaining records, filing reports, and coordinating fundraising efforts for both local and international PACs.

1. Proposal Requirements

Proposals should address the following key components:

1. Company Overview:
• Provide a brief history of your company, including your experience managing associations of a similar size and scope.
• Include an organizational chart and brief descriptions of key staff members who would be assigned to this project.
2. Understanding of the Scope:
• Demonstrate your understanding of BOMA Austin's operational needs, and outline how your person / firm would manage the various responsibilities outlined in the scope of services.
3. Approach and Methodology:
• Describe your approach to providing the services outlined above, including how you plan to work with BOMA Austin’s Board of Directors, committees, and members.
4. Experience and References:
• Provide examples of similar clients or associations you have worked with, ideally within the commercial real estate or related industries.
• Include at least two references from current or past clients.
5. Fee Structure:
• Present a clear breakdown of pricing, whether hourly rates or fixed fees for services.
• Include any additional costs that may apply, such as travel or event-related expenses.
6. Timeline:
• Provide a timeline for implementing your services and achieving key milestones, including how quickly you can begin the work once awarded the contract.

1. Submission Process

• Proposal Deadline: March 15, 2025
• Submission Instructions: Please submit your proposal electronically to Amanda.torres@jll.com
• Questions: All questions regarding this RFP should be submitted in writing by March 8, 2025 to Amanda.torres@jll.com

BOMA Austin looks forward to reviewing your proposal and working with a partner who can help us continue to serve our members and achieve our strategic goals.