Job Title: Administrative Coordinator

Department: Special Events Department

Reports To: Director of Special Events

Cooperates With: All Departments

Job Summary:

In this multi-faceted administrative role, the candidate will be a bright and welcoming personality who provides support to the Club Managers and Members of the Club while presenting a professional image and delivering exceptional customer service assistance.

Responsibilities:

• Act as the administrative receptionist for the clubhouse, including answering phones in a professional manner and transferring calls/taking messages.
• Take calls, emails, and visits and provide prompt responses to all event inquiries.
• Ensure quality service through the development of strong relationships with members and their guests.
• Assist Members with information and making reservations for large Club social & holiday events.
• Provide daily administrative support for the Director of Special Events, Event Planners, and Food & Beverage Managers, as well as for other departments upon request.
• Assist internal departments with booking meeting rooms and catering requests.
• Assist with day-of registration and management of Club social & holiday events, private events, and weddings as scheduled.
• Design and print place cards, food labels, and other printed materials for events.
• Compile and distribute event changes daily.
• With impeccable attention to detail, ensure accurate details are communicated to appropriate parties in a timely manner.
• Purchase and organize office supplies for administrative offices.
• Other duties as assigned.

Qualifications:

• A high school diploma is required; higher education is preferred.
• One or more years in an administrative or clerical position is preferred; prior experience in a hospitality or club setting is a plus.
• Comprehensive computer skills are required; highly proficient in MS Office Suite is a must.
• Excellent customer service and professional communication skills.
• A high level of organization, time management, and attention to detail.
• Ability to work independently and as a team.
• Ability to work evenings, weekends, and holidays as needed.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Must be able to sit or stand for lengthy periods of time and walk.
• Must be able to lift/move up to 20 pounds unassisted.
• Must be able to stand and reach with hands and arms and regularly use hands and fingers.