Administrative Assistant

JOB SUMMARY:

We are seeking a detail-oriented and highly organized Administrative Assistant to join our team. This role is vital in supporting the smooth operations of the private golf club by handling administrative tasks, assisting with member billing, coordinating events, and collaborating with various departments. The ideal candidate will excel in multitasking and delivering excellent customer service.

CORE COMPETENCIES AND QUALIFICATIONS:
• Proven experience in administrative roles, preferably in a hospitality or club environment.
• Team-player mindset, with a goal-oriented outlook.
• Ability to utilize time management skills, and a strong attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and billing software.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Friendly demeanour and ability to build rapport with Members and Staff.
• Technologically savvy and adaptable to new platforms.

JOB DUTIES/RESPONSIBILITIES:

MONTHLY MEMBER BILLING
• Prepare and distribute monthly Member statements accurately and on time.
• Address member billing inquiries promptly and professionally.
• Maintain accurate financial records and assist with reconciliation tasks as needed.

ADMINISTRATIVE SUPPORT
• Organize and maintain filing systems, including member records and club documentation.
• Prepare reports, memos, and other documents as required.
• Upload and process invoices for Accounts Payable (AP), coding to the correct ledger.
• Maintain website and app for The Avalon Club, updating regularly to reflect current promotions and marketing assets.

CONCIERGE
• Manage correspondence, emails, and phone calls, directing inquiries to the appropriate staff.
• Conduct a daily check of voicemails on the Concierge line and respond to inquiries in a timely manner.
• Oversee administration email, ensuring any emails in the inbox are attended to as soon as possible.
• Assist in booking reservations, tee times, small events, and item pick up/drop offs as necessary, through email and/or concierge phone.

EVENT COORDINATION
• Assist in organizing and planning club events, tournaments, and meetings.
• Communicate with vendors, Staff, and Members to ensure seamless event execution.
• Maintain event calendars and send timely updates to relevant parties.

CLUB OPERATIONS COORDINATION
• Serve as a liaison between departments to facilitate effective communication and collaboration.
• Monitor supply inventory and coordinate orders for office and club needs.
• Support the Controller and COO in day-to-day operations.

MEMBER AND GUEST RELATIONS
• Provide a warm and professional presence in the office and throughout the Club.
• Assist with onboarding new Members and maintaining positive relationships with existing Members.
• Address Member concerns and escalate issues when necessary.

GENERAL RESPONSIBILITIES
• Maintain a high level of confidentiality and professionalism in handling Club information.
• Contribute to the development of improved administrative processes and systems.
• Perform other duties as assigned to support the overall success of the Club.

Please send resumes and cover letters to Katana Phan ([email protected]).