Administrative Assistant

PGA of America Corporate•Port Saint Lucie, FL

12h•Onsite

About The Position

PGA Golf Properties Inc., a subsidiary of the PGA of America, aims to promote the game of golf by offering accessible championship courses, research, education, licensing, and advisory services. The company provides a fun and professional work environment with competitive benefits and compensation, fostering a respectful, supportive atmosphere that balances professional and personal life. This full-time Administrative Assistant role is based in Port St. Lucie, FL. While not required, bilingual proficiency in English and Spanish is preferred. The position is crucial for managing the Golf Course Maintenance office, providing cross-departmental invoice support, and acting as a liaison between Operations and the People Team, all while representing the PGA of America professionally.

Requirements

High School Degree with a two-year certificate from a college or technical school preferred.
Two years of related experience and/or training.
Equivalent combination of education and experience.
Filing and organizational ability.
Proven proficiency in the use of Google Workspace, including Microsoft Office applications or related word processing.
Ability to navigate information and run reports in the HRIS system, preferably Workday.
Ability to write reports, business correspondence, and procedure manuals.
Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to apply concepts such as fractions, percentages, and ratios to practical situations.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Works harmoniously with others to get the job done, responds positively to instructions and procedures, and is able to work well with staff while maintaining relationships, which breed productive disagreement and debate.

Nice To Haves

Bilingual (English and Spanish) is preferred.

Responsibilities

Code, scan, and process invoices for the Golf Course Maintenance department, and provide support for Food & Beverage, Facilities Maintenance, and Golf Operations.
Process payroll for contract labor and assist with PGA Golf Club staff payroll.
Manage inventory of office supplies, safety supplies, PPE, and breakroom supplies.
Manage employee uniforms, including rentals, ordering, and inventory.
Assist the Director of Golf Course Maintenance, Golf Course Superintendents, Head Mechanic, and Irrigation Lead with supply purchases.
Track all operational and capital expenses.
Answer and direct incoming calls, screen calls for golf course superintendents, greet visitors, distribute mail, and oversee outgoing mail and shipping.
Maintain the Director of Golf Course Maintenance and Golf Course Superintendents’ calendars for meetings and appointments, and arrange travel schedules.
Assist the Director of Golf Courses Maintenance and Golf Course Superintendents with the preparation of operational and capital budgets.
Compile application records, bid sheet documents, and other required records.
Make purchases as directed, ensuring orders are received, invoiced, coded, approved, and submitted through Finance and/or Workday.
Prepare monthly budget recaps and process purchase orders, invoices, and related documents on time.
Maintain weekly budget updates and prepare budgeted summaries for the Director of Golf Course Maintenance.
Provide daily labor reports to superintendents.
Compile, compose, and file correspondence, reports, and documents as assigned.
Ensure the Golf Course Maintenance shared drive is organized and up to date.
Process monthly water use reports in accordance with the water use permit with the South Florida Water Management District (SFWMD).
Manage the recycling bin, trash compactor, and open-top dumpsters, scheduling pickups as needed.
Maintain accurate fuel usage logs.
Maintain an up-to-date Equipment inventory listing, including a backup copy of all building and vehicle keys.
Maintain and organize staff communication boards in the break room and job board areas.
Assist in managing new employee orientation, including safety videos, sign-out sheets, forms, and filing.
Coordinate Golf Course Maintenance employee events, staff meetings, luncheons, and employee appreciation days.
Manage the employee meal program and process lunch orders daily.
Facilitate team meetings for all Golf Course Maintenance staff and management.
Compile staff meeting notes and reminders of assigned tasks.