Administrative Assistant to the Director of Agronomy /Golf Course Maint. Team

Tiempo Completo

Responsible for general administrative office duties as it relates to the Golf Course Maintenance/Agronomy department; maintains and supervises all record keeping and performs administrative tasks as assigned by the Superintendents and/or Director.

Essential Functions

• Perform as the main receptionist/secretary/admin. assistant in the Golf Course Maintenance/Agronomy area.
• Performs a variety of administrative and office support activities for multiple departments and supervisors.
• Receptionist duties to include fielding/answering telephone calls, email correspondence, greeting and directing/assisting all residents, members, employees, and visitors.
• Duties to include data entry, creating spreadsheets and various documents, coordination of meeting rooms and filing.
• Answer all telephone lines promptly and pleasantly. Direct visitors to appropriate personnel and answer general inquiries.
• Prepare letters, memos, and forms as required.
• Assist managers with any payroll admin tasks for Golf Course Maintenance staff, collect attendance and time off sheets.
• Assist other departments and/or managers as requested.
• Compile data for end-of-month chemical and fertilizer inventory for accounting.
• Coordinate all purchasing through the use of purchase orders, purchase requisitions, and in-stock inventory tickets.
• Compile data for water usage, inputs on computer, and generates monthly reports for accounting,
• Communicate in a courteous manner with employees, guests, members and vendors.
• Assist Director with end-of-month procedures for the department and producing end-of-month reports.
• Input quarterly inventory data and produce reports for accounting.
• Update website weekly listing golf course maintenance activities.
• Attend Greens Committee meetings as recording secretary; compile minutes and agendas and distribute in an accurate and timely manner.
• Code and track all invoices for Golf Course Maintenance department.
• Responsible for tracking, receiving, and distribution of employee uniforms.
• Order office supplies when needed to include researching suppliers and pricing.
• Book conference rooms working with other administrative areas for correct set up of business meetings.
• Provide administrative support to co-workers in the GCM area.
• Responsible for outgoing mail and opening, sorting, and distribution of incoming mail, ensuring adequate postage is maintained.
• Handle/process Fed-Ex and other carrier requests.
• Log all incoming parcels and notify recipients.
• Prepare memoranda's and documents, make copies and send email/faxes as needed.
• Ability to deal with members, employees, and management tactfully, calmly, and professionally.
• May assist with overflow work from other administrative areas as needed.
• Perform any other task/duties as assigned by management.

Knowledge, skills and abilities

• Must have excellent computer skills including extensive use of Windows, Microsoft Office Programs and the Internet.
• Must have knowledge of commonly used concepts, practices, and procedures within a receptionist/front desk/office area.
• Must possess excellent interpersonal and conflict resolution skills.
• Must possess excellent written and verbal communication skills.
• Must possess excellent organizational skills.
• Must be a detail-oriented individual and possess time management skills.
• Must maintain high performance standards.
• Simple computational skills (Add, Subtract, Multiply, Divide, Percent's)
• Fluent reading and writing in English with the ability to recognize signs and symbols.
• Ability to deal with routine changes often.
• Ability to deal effectively and tactfully with all employees, management and members.

Education and experience

• High school diploma or equivalent required.
• Minimum of three years receptionist/administrative/office experience with emphasis on excellent interpersonal skills.
• Must possess good organizational and computer skills and able to work independently with little or no supervision.
• Computer experience required (Microsoft, Word, Excel, Outlook experience needed).
• Maintain communication and ongoing working relationships with all members, employees, managers, and departments ensuring excellent service is achieved in all areas of service.
• Deliver quality service with courtesy, sensitivity and the minimum delay, fostering a climate of mutual respect between employees.
• Ability to deal with members, employees, and management tactfully, calmly, and professionally.

Equal Employment Opportunity Employer

We participate in E-Verify.

Drug Free Workplace

https://quailridgecc.applicantpro.com/jobs/3910676