Activities Administrative Assistant

BASIC SUMMARY:

The Activities Receptionist serves as the first point of contact for members and guests, providing a warm welcome and ensuring an exceptional experience. This role is responsible for greeting members, answering phones, handling inquiries, assisting with reservations (dining, events, spa, or activities), and maintaining accurate records. The associate ensures smooth communication between departments, provides information about club services and amenities, supports the Activities Department and upholds the highest standards of hospitality. Strong customer service, professionalism, and attention to detail are essential.

ABOUT FIDDLER’S CREEK

Fiddler’s Creek is an award-winning, private, master-planned community featuring luxury residences and resort-style amenities in a tropical setting. The developer of Fiddler’s Creek is Naples-based Gulf Bay® Group of Companies, one of the largest privately-owned development companies in Florida. Our employees and contractors have a history of providing service at the highest level of hospitality with a strong sense of responsibility, loyalty, confidentiality, and ethics.  Each individual possesses great initiative with a deep understanding of their individual role and a passion for the luxury club market.

POSITION RESPONSIBILITIES:

• Greet visitors, determine the nature and purpose of visit, and direct or escort them to specific destinations. 
• Promptly answer telephone and emails using positive and clear English communication. Operate telephone switchboard to answer, screen and forward calls, provide information, take messages, and schedule appointments. Maintain and update appointment calendars.
• Provide information about establishment such as location of departments or offices, contact employees within the organization, services provided, hours of operation, etc. 
• Oversee member and guest inquiries and needs. Resolve any member or guest issues and address concerns as necessary in a timely manner.
• Create, process and distribute guest passes and perform daily charges to member account.
• Provide Notary services to members/guests if licensed.
• Maintain the member roster. Print and bind member rosters and calendars.
• File, maintain, and scan records. Summarize results of comment cards monthly.
• Manage incoming prospects and assign a tour guide.
• Daily mail collection, interoffice mail collection & distribution.
• Inventory office supplies. 
• Maintain a clean and organized personal workspace. Contribute to maintaining overall office tidiness.
• Perform administrative support tasks (i.e., proofreading, transcribing handwritten information)
• Assist in all areas of Club Operations as requested.
• Print necessary flyers and event signs as directed. 
• Take/Confirm reservations for upcoming events, manage waitlists.
• Upload digital media to TVs around the Club.
• Create and maintain Monthly Event Schedule and distribute to all necessary managers.
• Maintain monthly event participation pace report and distribute to appropriate parties. Distribute daily during the season (October through May).
• Assist in creating, printing and cutting buffet signs, event booklets, menus and flyers, etc., when requested.
• Assist with special assignments/projects to support Events Manager.

OTHER

• Timely and consistent attendance is essential to the successful performance of this position. Employees with irregular attendance will be subject to disciplinary action, up to and including termination of employment.
• Due to the cyclical nature of our industry, employer may require employees to work varying schedules to reflect the business needs of the company.
• Upon employment, employees are required to fully comply with the company’s rules and regulations for the safe and efficient operation of the facilities. Employees who violate the rules and regulations will be subject to disciplinary action, up to and including termination.

EDUCATION/EXPERIENCE/OTHER REQUIREMENTS:

• High School diploma or equivalent required. A four-year degree in hospitality, event planning, or related program is preferred.
• Previous experience in the Hospitality industry, particularly in a private club setting, preferred.
• Proficient in Microsoft Office Suite. Canva experience a plus. 
• Excellent attention to detail, verbal and written communication skills.
• Prior experience in office environment preferred.
• Strong interpersonal and relationship building skills.
• Solid organizational and time-management skills with ability to manage multiple priorities. 
• Ability to work independently with minimal supervision, effectively prioritize tasks, and consistently meet deadlines. 
• Provide a positive role model for professionalism and culture of organization.
• Maintain strict confidentiality.
• Ability to assimilate innovative ideas and work well in a changing environment.
• Demonstrated ability to work successfully in a collaborative environment.
• Notary Public Certification is a plus.

 PHYSICAL DEMANDS – ABILITY TO:

• Grasp, lift, push/pull, carry or transport up to 25 lbs. Ability to push/pull wheeled carts weighing up to 50 lbs.
• Sit, walk, and stand for extended periods of time.
• Express and exchange ideas by means of the spoken word accurately, loudly, and quickly.
• Perceive the nature of sounds at a normal speaking level and make fine discriminations in sound.
• Have visual acuity to determine accuracy, neatness and thoroughness of the work assigned.
• The noise level in the work environment is usually moderate.
• Bend, stoop, kneel, and reach with hands and arms.

Salary : $18 - $21