Carriage and Trail Barn Administrative Assistant - Flex

Job Description

The Equestrian Center Administrative Assistant will provide a wide range of administrative support for the department and for the leadership team to include fielding inquiries and requests from guests; selling all offerings including special event bookings; invoicing and payment processing; and serving as a point of contact for departmental communications and company information. Position includes direct contact with guests through telephone, email and face-to-face interaction. Other duties may include maintaining records for horses and staff, distributing reports; purchasing and inventory control; writing/typing correspondence and other documents; answering calls; and assisting with special projects. The incumbent will also be expected to provide general assistance for the department, leadership, and the company as required.

Schedule can very, but is generally 7:45am-6:15pm, Friday-Sunday

Job Duties

• Acts as department/location receptionist; greets and assists guests; answers calls and returns/routes messages; sells all offerings including special event bookings; responds to e-mails and assists with other correspondence; tracks and manages contracts, waivers, horse medical and farrier records and other paperwork.
• Serves as communications point of contact for department with staff and guests; assists in coordinating inventory edits, guest communications, and informational updates in point of sale platform; coordinates web site updates and other materials with Marketing.
• Assists in maintaining vet and farrier schedules, vendor deliveries, and calendars.
• Records, tracks, and processes invoices, payment transactions, and reconciliations.
• Submits and coordinates work-orders, liaises with other departments on operational and communication needs.
  
  

Additional Job Responsibilities

• Gathers vendors quotes for project planning.
• Supports with project and program planning and budget initiatives.
• May assist with emergencies and before/after hours duties as needed.
• May fill in and assist at Equestrian Center
• General assistance and support for department, leadership, and company.
  
  

Qualifications

• High school diploma. Additional education, training, and/or certification(s) preferred.
• At least two (2) years of related experience in administration. Equivalent combination of education/experience considered. Ideal candidate will have strong knowledge of equestrian operations.
• Demonstrated commitment to delivery of world class internal/external guest service.
• Proficiency in Excel, Word, and PowerPoint; ability to quickly learn Biltmore's systems and procedures, as well as products and services.
• Outstanding interpersonal and communication skills; ability to convey information clearly, concisely, and effectively to various audiences; public speaking skills a plus.
• Excellent planning, organizational, time and project management skills; keen attention to details with focus on quality, accuracy, and service; prioritizes work, adapts.
• Proactive, exercises good judgment; anticipates, troubleshoot; maintains confidentiality.
• Represents company professionally at all levels, internally and externally.