Sonic Guild is Hiring: Membership & Operations Coordinator

Sonic Guild is growing, and we’re looking for a Membership & Operations Coordinator to join our team.

This is a part-time role for someone who loves making things work. Someone who is highly organized, comfortable with technology, great with people, and energized by building the systems and experiences that help a community thrive.

The Membership & Operations Coordinator will serve as a central operational hub across Sonic Guild’s Seattle and Austin chapters, supporting everything from member experience and event registration to data management, financial processes, and organizational systems.

Sonic Guild Job Description

Position Title: Membership & Operations Coordinator

Employment Type: Part-Time, Non-Exempt (15–20 hours per week)

Compensation: $25–$30 per hour, commensurate with experience

Benefits: This position accrues Washington State and Seattle-mandated paid sick leave. No additional benefits (e.g., health insurance, retirement contributions, paid vacation) are offered for this role at this time.

Chapters Supported: Seattle & Austin

Location: Virtual/Remote; must be based in the Seattle metropolitan area to support recurring in-person events and meetings (see Additional Information below).

About Sonic Guild

Sonic Guild is a national nonprofit dedicated to advancing the arts, fostering community through music, and supporting both musicians and audiences. We operate through local chapters that showcase and financially support emerging musicians via regular live music programming, career education, and direct grants.

Position Overview

Sonic Guild is seeking a Membership & Operations Coordinator to serve as a central operational hub supporting our Seattle and Austin chapters. This part-time, non-exempt role spans membership administration, event management, operational support, financial coordination, and cross-chapter program administration.

The Coordinator supports member experience, event execution, financial processes, member communications, organizational systems, and data management. This role requires independent project management, cross-functional collaboration, process development, and ongoing operational leadership, extending beyond traditional membership coordination.

The ideal candidate is highly organized, detail-oriented, comfortable working across multiple technology platforms, and able to identify opportunities to improve systems and workflows. Experience using web-based CRM or membership management platforms is required; familiarity with Wix Studio, Mailchimp, Google Workspace, and similar digital tools is a plus.

Membership Management

•     Serve as the primary point of contact for member/donor inquiries, including membership renewals, non-standard membership payment methods, event registrations, and guest-related questions.

•     Monitor membership renewals and lapses, conducting outreach and follow-up as appropriate.

•     Maintain accurate member and donor records and help ensure data integrity across organizational systems.

•     Generate and distribute membership reports as requested.

•     Manage the Gift Membership program, including donation-to-membership conversions, onboarding communications, and welcome outreach.

•     Coordinate onboarding activities and New Member Kit fulfillment; maintain organizational New Member Kit tracking.

•     Administer non-standard membership programs, including Donor-Advised Fund (DAF), Qualified Charitable Distribution (QCD), and Corporate Matching memberships.

•     Respond to member inquiries regarding non-standard memberships and conduct renewal, payment, and credit card follow-up.

•     Partner with the finance team to track and reconcile dues payments for non-standard memberships, often requiring multi-month follow-up.

•     Participate in monthly membership review meetings and ongoing membership operations support.

Event Creation & Management

•     Coordinate event setup by gathering and organizing all event details, including date, time, venue, artists/bands, ticket types, and attendee information such as accessibility needs, dietary requirements, seating preferences, and other special requirements.

•     Collaborate with the booking and artist relations team to obtain artist assets, event materials, and run-of-show documentation.

•     For internally booked events, collect required vendor documentation, including W-9s and contact information, and provide operational support as needed.

•     Configure, publish, and maintain events across organizational membership, registration, CRM, and website platforms, ensuring accurate information and member communications.

•     Develop and maintain event-related communications, including registration confirmations, reminders, and special event messaging.

•     Coordinate with the marketing team on member communications and create member-exclusive event promotions when needed.

•     Monitor registrations and RSVP activity; respond to attendee questions and registration requests.

•     Manage attendee lists and event check-in processes, including both members and public guests at Seattle events.

•     Provide basic troubleshooting for member-facing registration, payment, and account-access issues.

•     Conduct post-event follow-up with prospective members and prepare event performance and attendance reports.

•     Attend weekly Seattle booking and operations meetings, as well as Austin events and marketing meetings.

•     Support registration management and seating coordination for major events, including the annual Awards Celebration.

Operations, Data & Administrative Support

•     Gather required documentation and submit check requests for Seattle operations.

•     Process check requests for Tour Support and Producer Grant programs across all chapters.

•     Manage shared organizational inboxes, triaging requests, resolving routine questions, and directing or escalating inquiries to appropriate team members.

•     Maintain accurate organizational records across CRM, membership, event, and other operational systems.

•     Audit data for completeness and resolve inconsistencies between platforms as needed.

•     Generate recurring operational and membership reports for staff and leadership.

•     Maintain organized digital files, spreadsheets, and internal documentation.

•     Document internal processes and workflows and identify opportunities to improve operational efficiency.

•     Assist with testing and implementing new technology, systems, and workflows as organizational needs evolve.

•     Participate in weekly operations and cross-functional coordination meetings.

Technology & Systems

The Coordinator will work across multiple web-based platforms and should be comfortable learning and navigating new technology independently. Experience with the following types of tools is preferred:

•     CRM and/or membership management platforms.

•     Website content management systems; Wix Studio experience is a plus.

•     Email marketing platforms; Mailchimp experience is a plus.

•     Google Workspace, particularly Google Sheets, Docs, Drive, and Gmail.

•     Event registration and ticketing platforms.

•     Online payment and donation systems.

•     Spreadsheet and data management, including filtering, importing/exporting data, and maintaining data accuracy.

•     AI tools for administrative efficiency, drafting communications, summarizing information, documenting processes, and supporting day-to-day operations while maintaining appropriate confidentiality and judgment.

This role requires regular access to a personal laptop and smartphone for work-related tasks. Sonic Guild provides a monthly stipend to offset the business use of personal devices; ask your hiring manager for current stipend details.

Qualifications

•     Strong organizational and project management skills with exceptional attention to detail.

•     Experience with CRM, membership management, donor management, event management, or similar web-based platforms.

•     Strong written communication and customer service skills.

•     Proficiency with spreadsheets and digital data management.

•     Ability to manage multiple priorities, deadlines, and ongoing workflows independently.

•     Ability to learn new technology and troubleshoot routine issues.

•     Experience working collaboratively across departments or teams.

•     Comfort working in a remote environment while maintaining clear communication and accountability.

•     Nonprofit, membership organization, arts, music, or event experience is a plus.

Compensation & Terms

•     Hourly rate of $25–$30, depending on experience.

•     Part-time, non-exempt position, approximately 15–20 hours per week.

•     Overtime: This is a non-exempt, hourly role. All hours worked, including event setup, travel between event locations during the workday, and post-event wrap-up, must be recorded and are compensated at the applicable rate, including overtime (1.5x) for hours worked beyond 40 in a single workweek, in accordance with Washington State law.

•     Rest and meal breaks: Employees receive rest and meal breaks in accordance with applicable Washington State and Seattle requirements.

•     Time tracking: All hours are recorded through Sonic Guild's timekeeping system. Employees should record time promptly and are encouraged to raise scheduling or workload concerns with their manager if hours are trending beyond the position's expected range.

•     Paid sick leave accrues from the first day of employment in accordance with Washington State and City of Seattle requirements.

•     Remote work supporting Seattle and Austin chapters.

Additional Information

•     Position is virtual, but the candidate must be based in the Seattle area. Regular, in-person presence is a core function of this role, including Seattle event check-in and support, weekly in-person or hybrid booking/operations meetings, and other duties described above.

•     Flexible scheduling relative to events and job requirements.

•     Hybrid work model: remote work with in-person event support, averaging approximately two times per month in Seattle.

•     This role is typically supported using a personal laptop and smartphone. If you don't have regular access to this equipment, let us know — we're able to discuss providing it as part of the role.

•     Evening and weekend availability, averaging approximately two times per month, is required to support events.

Physical Requirements

While performing the essential functions of this position, the employee may be required to sit, stand, walk, and use hands to operate a computer, telephone, and other office equipment. The employee must be able to communicate effectively in person and remotely. The position requires the ability to read and work on a computer and other materials requiring close visual attention.

The employee may occasionally be required to lift or move up to 25 pounds, including event materials, signage, or equipment.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Equal Opportunity Employer Statement

Sonic Guild is an equal opportunity employer committed to the intentional application of diversity, equity, and inclusion.

How To Apply

Send your resume and a brief introduction about yourself and your interest in the role to jobs@sonicguild.org.

We’re especially interested in hearing from people who care about music and community, enjoy bringing order to complicated systems, and get genuine satisfaction from making an organization work better.

Apply at jobs@sonicguild.org. Please use the subject line: “Membership & Operations Coordinator Application – [Your Name]”

Sonic Guild is an equal opportunity employer committed to the intentional application of diversity, equity, and inclusion.