What are the responsibilities and job description for the Administrative Assistant position at Club Care Management?
Position Summary
The Administrative Assistant provides administrative support to the Controller and the Human Resources Director while helping maintain efficient office operations within Club Care Management, LLC. This position serves as a key resource for accounts payable processing, employee onboarding, personnel records, payroll support, and general administrative functions within a fast-paced landscape and construction environment.
Essential Duties and Responsibilities
Accounting & Controller Support
- Assist with accounts payable processing, including invoice entry and vendor file maintenance.
- Support payroll processing by collecting and reviewing timesheets and payroll-related documentation.
- Assist with job costing and project-related administrative tasks.
- Prepare reports and spreadsheets for management review.
- Reconcile credit card receipts and other supporting documentation.
- Maintain accounting records and assist with document organization and retention.
- Support month-end and year-end accounting processes as directed.
Human Resources Support
- Assist with employee onboarding and new hire paperwork.
- Maintain employee personnel files and ensure documentation is complete and compliant.
- Track employee certifications, licenses, training, and renewal requirements.
- Support recruitment activities, including scheduling interviews and coordinating candidate communications.
- Process employee status changes, terminations, and personnel updates.
- Maintain confidentiality of employee information and HR records.
Administrative Support
- Manage office filing systems, both electronic and paper.
- Order and maintain office supplies and equipment.
- Prepare correspondence, reports, and presentations.
- Coordinate meetings and schedules as needed.
- Assist with special projects and other administrative duties assigned by management.
Qualifications
- High school diploma or equivalent required
- 2 years of administrative experience, preferably supporting HR, payroll, or accounting functions.
- Experience in the landscape, construction, or field services industry preferred.
- Proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook.
- Must be Bilingual
- Experience with payroll and accounting software preferred.
- Strong organizational skills and attention to detail.
- Ability to manage multiple priorities and meet deadlines.
- Excellent written and verbal communication skills.
- Ability to handle confidential information with professionalism and discretion.
Physical Requirements
- Ability to sit, stand, and use office equipment for extended periods.
- Ability to lift and carry up to 25 pounds occasionally.
- Ability to work in a fast-paced office environment.
Key Traits for Success
- Highly organized and detail-oriented
- Dependable and self-motivated
- Strong customer service mindset
- Team-oriented with a willingness to assist across departments
- Comfortable working with confidential HR and financial information
Reports To: Controller and Human Resources Director
Department: Club Care Management, LLC
FLSA Status: Non-Exempt (Hourly) or Exempt, depending on duties and compensation structure.
Pay: $23.31 - $24.83 per hour
Work Location: In person
Salary : $23 - $25