Administrative Assistant

R+L Carriers•Ocala, FL

1d•Onsite

About The Position

The Administrative Assistant provides high-level administrative and clerical support to the General Manager and Controller of the Club. This role requires discretion, professionalism, and strong organizational skills to ensure efficient day-to-day operations. The position serves as a key point of coordination for internal communications, financial documentation, and member-related administrative needs.

Requirements

3+ years of administrative experience
Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook)
Excellent written and verbal communication skills
High level of professionalism, discretion, and attention to detail
Strong organizational and multitasking abilities

Nice To Haves

private club, hospitality, or accounting experience preferred
Experience with accounting or club management software is a plus (e.g., Jonas, ClubEssential, etc.)

Responsibilities

Manage calendars, appointments, and meeting scheduling for the General Manager and Controller
Prepare correspondence, reports, and meeting materials
Record and distribute meeting minutes for committee and department meetings
Handle confidential information with a high degree of discretion
Coordinate internal communications across departments
Assist the Controller with accounts payable/receivable processing and documentation
Support month-end closing processes and reporting preparation
Reconcile basic financial data
Track and organize department credit card usage
Serve as a professional point of contact for member inquiries and administrative requests
Assist with member communications, newsletters, and club notices
Maintain accurate member transponder and key fob databases
Support event administration, including reservations and follow-up
Maintain office supplies
Coordinate vendor services
Manage maintenance and repairs checklist and schedule
Organize filing systems (physical and digital) for easy retrieval
Assist in onboarding paperwork and HR-related administrative tasks
Ensure smooth day-to-day office operations