Pool Deck Supervisor

MESA VERDE COUNTRY CLUB•Costa Mesa, CA

1d•Onsite

About The Position

Provide support services and works closely with the General Manager and Director of Human Resources. Perform general office tasks including scanning and filing, word processing and data entry, compiling and updating departmental records and systems, reference checks, Spanish translation of written documents, in person translation, responding to general inquiries and working on various projects. He or she will provide exceptional service to members and be able to answer routine questions for Team Members at all levels, from all departments. This position will practice complete discretion and safeguarding of confidential information. The Administrative Assistant will be expected to learn and understand the basic concepts underlying the assigned work including basic principles of Human Resources Management.

Requirements

Ability to engage with members as well as staff and be especially empathetic to the needs of both constituents, excellent written and verbal communication skills.
Must be computer literate and proficient with Microsoft Office Suite.
Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs workflows and procedures.
Design - Generates creative solutions; Uses feedback to modify designs; Demonstrates attention to detail.
Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Uses reason even when dealing with emotional topics.
Project Management - Communicates changes and progress; Completes projects on time and budget.
Technical Skills - Assesses own strengths and weaknesses; Strives to continuously build knowledge and skills; Shares expertise with others.
Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively; Able to read and interpret written information.
Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
Leadership - Exhibits confidence in self and others; Inspires and motivates others to perform well.
General Management Strong general management skills with leadership strengths in building strong working relationships across all levels of the organization.
Managing People - Includes staff in planning, decision-making, facilitating and process improvement; Takes responsibility for subordinates' activities; Makes self-available to staff; Provides regular performance feedback; Continually works to improve supervisory skills.
Business Acumen - Understands business implications of decisions; Aligns work with strategic goals.
Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; Conserves organizational resources.
Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Promotes a harassment-free environment.
Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values.
Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Makes timely decisions.
Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles.
Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Ability to empower others to be successful, supportive of the operations.
Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
Quality - Demonstrates accuracy and thoroughness; Monitors own work to ensure quality.
Quantity - Completes work in timely manner, Works quickly and efficiently.
Safety and Security - Observes safety and security procedures; Uses equipment and materials properly.
Adaptability - Adapts to changes in the work environment; Manages competing demands.
Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals.
Initiative - Takes independent actions and calculated risks; Asks for and offers help when needed.
Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work.
Requires walking
Requires standing
Requires telephone conversations
Requires face-to-face discussions with individuals or teams
Requires contact with others (face-to-face, by telephone, or otherwise)
Requires competition or awareness of competitive pressures
Requires dealing with unpleasant, angry, or discourteous people
Includes conflict situations
Includes exposure to sounds and noise levels that are distracting or uncomfortable
Includes exposure to contaminants
Requires making decisions that impact the results of co-workers, clients or the company
Requires making decisions that affect other people, the financial resources, and/or the image and reputation of the club
Opportunity to make decisions without supervision
Requires exposure to minor burns and cuts
Requires being exact or highly accurate
Requires repeating the same physical activities or mental activities over and over
Freedom to determine tasks, priorities, and goals
Requires meeting strict deadlines
Requires work with external customers or the public
Requires coordinating or leading others in accomplishing work activities
Requires work with others in a group or team
Includes responsibility for work outcomes and results
Includes responsibility for the health and safety of others
Job tasks are performed in close physical proximity to other people
Requires the ability to work in extreme temperatures like freezers or outdoors (-10 degrees F to 110 degrees F)
Must be able to lift 25lbs on a regular and continuing basis
Must be able to push and pull carts and equipment weighing up to 50lbs occasionally
Must be able to bend, stoop, squat and stretch occasionally
Requires manual dexterity to use and operate all necessary equipment
Must have finger dexterity to operate office equipment such as computers, printers, etc.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
An Associates Degree (A.A.) in Hospitality Management or Human Resources Managment is preferable or college degree in related field.
Candidate should have a minimum of two years of Administrative Assistant experience in a high-volume facility or an equivalent combination of related education and experience.
Fluently Bi-lingual English and Spanish, able to translate in person and in writing; comfortable speaking and translating in front of large groups
A minimum of 2 years prior experience as an administrative assistant; knowledge of basic Human Resources functions and procedures a plus
To perform this job successfully, an individual should have knowledge of HRIS & Payroll systems (preferably Paycom); Microsoft Office (Excel, Word, etc.) software, internet skills, POS and Foretees software.
Valid Drivers License.
CPR/AED certified preferred

Nice To Haves

Country Club experience preferred.
Foretees experienced preferred.
Jonas experience preferred.
HRIS / Payroll experience preferred, Paycom a plus.

Responsibilities

Assist the General Manager, by drafting letters and documents; collecting and analyzing information; promptly responding to members requests; maintaining organized files
Interact with the Clubs Board, Committees and Staff
Provide general administrative support; prepare correspondence, memos and forms; translate as necessary; process confidential documents and track deadlines
Assist to maintain accurate data in ALL systems and files in accordance with legal requirements and established procedures; master required software programs including Paycom payroll and HRIS software; serve as a point of contact for all inquiries and troubleshoot items
Set up and coordinate meeting schedules for Staff, Committees and Board
Attend Staff and Board meetings; prepare agendas & reports, and to transcribe, compile and distribute meeting minutes
Interact with employees and job applicants, answering and processing general inquiries for them, as necessary; act as a translator for Spanish-speaking team members and the Human Resources Director or other managers as needed
Prepare new personnel files in Paycom and tracks completion of assigned training; ensure all documents are complete, placed into categories and scanned into files
Attend Strategic Planning Committee meetings to take meeting minutes; distribute to Chairman for approval prior to inclusion in month Board Book
Coordinate, organize, compile, and upload the monthly committee meeting minutes to the Board Only Page on the website the Friday before the Board Meeting
Coordinate all member voting by creating ballots, ordering envelopes, coordinating timeline for mailing and deadline for votes, organize returned ballots for easy counting, coordinate ballot counting meeting, attend meeting and assist ballot counters, and create results sheet to be posted for the members
Maintain Committee, Board and Staff confidentiality in all matters and protect Clubs operations by keeping information confidential
Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions
Assist in special events at the Club as needed
Perform clerical duties to include typing, coping, scanning, mailing and filing
Help to schedule the General Managers appointments and conferences
Attends manager and departmental meetings as scheduled
Receives deliveries from Fed Ex, UPS and other delivery services. Tracks meter levels on postage machine.
Provides assistance and training as needed to other managers relative to e-mail, Internet and general computer applications
Purchases and inventories office supplies; stationary; monitors office equipment maintenance contracts and schedules routine and specialized maintenance when needed
Completes required safety and harassment training within the required time frame
Is responsible for knowing MVCC employee policies and procedures and working by the MVCC core values
Perform any other duties or requests assigned by the General Manager or Director of Human Resources
Maintain regular attendance on Mesa Verde Country Club property