Executive Administrative Support Specialist

2 weeks ago

Hobe Sound, Florida, United States Lost Lake Golf Club Full time

Company Overview

Lost Lake Golf Club is a premier golf and dining establishment dedicated to delivering an outstanding experience for our members and guests. Our picturesque golf course and exceptional restaurant have made us a beloved destination for the community.

With recent changes in ownership, the club is undergoing significant renovations and innovative developments, fueled by a vibrant vision for the future. New team members will join a dynamic and entrepreneurial environment, characterized by enthusiasm and a commitment to excellence. We promote a culture that balances professionalism with a people-oriented approach, ensuring that every team member feels like part of a family dedicated to mutual success and member satisfaction.

Position Overview

The Office Coordinator will play a vital role in providing administrative assistance to ensure the smooth operation of the golf club. This position involves handling various office responsibilities, supporting member services, and ensuring that all administrative tasks are executed efficiently and professionally. The ideal candidate will possess strong organizational abilities, a welcoming attitude, and meticulous attention to detail.

Key Responsibilities:

Office Administration:

  • Manage incoming phone calls, emails, and other communications.
  • Oversee office supply inventory and place orders as necessary.
  • Organize and maintain filing systems, both digital and physical.
  • Coordinate communications with service providers for maintenance and repairs.

Member Relations:

  • Assist members with inquiries, requests, and reservations.
  • Process membership applications, renewals, and updates.
  • Provide support for member-related services.

Administrative Duties:

  • Prepare for meetings, including scheduling, agenda creation, and taking minutes.
  • Conduct data entry and maintain accurate records of memberships, financial transactions, and club activities.
  • Ensure all updates across club software are managed effectively.
  • Assist with basic IT requirements.

Financial Support:

  • Assist with billing and invoicing procedures.
  • Support account reconciliation and preparation of financial reports.
  • Manage petty cash and process expense reimbursements.

Event Planning:

  • Help plan and execute club events, tournaments, and social gatherings.
  • Coordinate with vendors, caterers, and service providers to ensure successful events.

General Responsibilities:

  • Perform general office tasks such as photocopying, scanning, and faxing.
  • Provide assistance to other staff members and departments as required.
  • Maintain a clean and organized office environment.
  • Oversee clerical duties and administrative tasks as directed by management.

Qualifications:

  • High school diploma or equivalent; an Associate's or Bachelor's degree in business administration or a related field is preferred.
  • Demonstrated experience as an administrative assistant or in a comparable role.
  • Strong organizational and multitasking skills with a keen eye for detail.
  • Excellent verbal and written communication abilities.
  • Ability to maintain confidentiality and manage sensitive information.
  • Friendly and professional demeanor with strong interpersonal skills.

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