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

Quail Ridge Country Club•Boynton Beach, FL

48d

About The Position

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.

Requirements

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.
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.

Responsibilities

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.