Administrative Assistant

PGA Golf Club•Port St Lucie, FL

11d•Onsite

About The Position

PGA Golf Properties Inc., a wholly owned subsidiary of the PGA of America, advances the PGA’s objectives to promote enjoyment and involvement in the game, by providing accessible world-class championship golf courses, research, education, licensing and advisory services. Working in a fun and professional atmosphere, we offer our employees competitive benefits and compensation and the opportunity to perform in an exciting environment. The PGA strives to provide a work environment that is respectful and supportive and allows a balance between professional and personal life. Administrative Assistant - Port St. Lucie, FL, Full Time Bilingual (English and Spanish) is not required, but preferred. The Administrative Assistant is responsible for providing Golf Course Maintenance office management and cross-departmental invoice support while serving as a key liaison between Operations and the People Team. Represent the PGA of America in the utmost professional manner.

Requirements

High School Degree with two-year certificate from a college or technical school preferred
Two years related experience and/or training; or 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 not required, but is preferred.

Responsibilities

Code, scan, and process invoices for the Golf Course Maintenance department, while providing support for Food & Beverage, Facilities Maintenance, and Golf Operations to ensure all club expenditures are processed in accordance with established policies and procedures.
Process payroll for contract labor and assist with the PGA Golf Club staff as needed.
Manage inventory, which includes maintaining adequate office supplies, safety supplies, PPE (Personal Protective Equipment), and breakroom supplies.
Manage employee uniforms, which include uniform rentals, ordering, and inventory management of staff shirts, hats, winter garments, and management stipend.
Assist the Director of Golf Course Maintenance, Golf Course Superintendents, Head Mechanic, and Irrigation Lead, making necessary supply purchases.
Track all operational and capital expenses.
Answer and direct all incoming calls, screen the golf course superintendents’ calls, greet and direct all visitors, distribute all incoming mail, and oversee outgoing mail and shipping operations and services.
Maintain the Director of Golf Course Maintenance and Golf Course Superintendents’ calendar for meetings and appointments, and arrange travel schedules.
Assist the Director of Golf Courses Maintenance and Golf Course Superintendents with the preparation of the operational and capital budgets.
Compile all application records, bid sheet documents, and other necessary required records.
Make purchases as directed by the Director of Golf Course Maintenance and ensure all orders are properly received and correctly invoiced, coded, garner approvals, and submitted through Finance and/or Workday.
Prepare budget recaps on a monthly basis, and process purchase orders, invoices, and related documents on time.
Maintain weekly budget updates and prepare current budgeted summaries for the Director of Golf Course Maintenance as needed.
Provide daily labor reports to superintendents.
Compile, compose, and file correspondence, reports, and documents as assigned by the Director of Golf Course Maintenance.
Ensure the Golf Course Maintenance shared drive remains well-organized and up to date.
Process monthly water use reports in accordance with our water use permit with the South Florida Water Management District (SFWMD).
Manage the recycling bin, trash compactor, open-top dumpsters, and schedule pickup as needed.
Maintain accurate fuel usage logs.
Maintain Equipment inventory listing up to date and including a backup copy of all building and all vehicle keys.
Maintain and organize staff communication boards in the break room and job board areas.
Assist in managing all new employee orientation with safety videos, safety sign-out sheets, safety forms, and filing.
Coordinate Golf Course Maintenance employee events, including all staff meetings, luncheons, and employee appreciation days.
Manage employee meal program and process lunch orders daily.
Help facilitate team meetings for all Golf Course Maintenance staff and management team members.
Compile staff meetings notes and reminders of assigned tasks to be completed.