Office Coordinator (Part Time)

Job Overview: The Office Coordinator serves as a point of contact for Forest Highlands members, employees, and Recreation Department management. This role ensures member inquiries are addressed promptly and professionally via face-to-face interactions, phone calls, and email. The Office Coordinator provides administrative support to the Recreation Department by booking services, handling program registrations, and managing employee schedules.

Essential Functions: 

● Customer Service-

o Greet members and assess their needs, explaining services, processes, and guidelines related to the Recreation Department.

o Respond to all inquiries promptly via phone and email.

o Prepare, review, and send correspondence as required.

o Handle sensitive and confidential information with discretion and professionalism

● Clerical-

o Maintain and order office supplies and equipment.

o Distribute incoming mail to appropriate recipients.

o Utilize softwares such as Google Drive, When to Work, Jonas Encore and Microsoft Office Suite to develop communication documents, manage schedules and event management tools.

o Perform general administrative tasks such as filing, photocopying, scanning, and collating documents.

● Concierge Services Coordination-

o Schedule and document member services and update staffing requirements accordingly.

o Ensure service charges are accurately recorded in the Jonas system.

o Perform other duties as assigned.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum Requirements:

● Strong logistical skills

● Problem solving skills

● Ability to work under pressure

● Associate’s degree or 2 years of administrative or customer service experience.

● Exceptional written and oral communication skills.

● Proficient in Microsoft Word, Excel, Outlook, PowerPoint, and Google Drive.

● Ability to learn systems such as When to Work and Jonas Encore.

● Excellent interpersonal, organizational, and time-management skills.

● Professional demeanor with strong customer service skills.

● Proven ability to manage multiple projects and work productively in a team environment.

● Flexibility to work evenings, weekends, and holidays as needed.

● Prior experience in golf club operations is a plus.

Language, Mathematical, and Reasoning Skills:

● Ability to read and interpret documents such as safety rules and procedure manuals.

● Strong mathematical skills for basic calculations.

● Ability to apply common sense understanding to carry out instructions in various formats.

Physical Demands and Work Environment:

● Work in a busy shared office in a private residential community.

● Lift up to 25 lbs regularly and up to 50 lbs occasionally.

● Frequently walk, sit, stand, bend, and use hands.

Equipment Used:

Copier, telephone, computer, printer, shredder, golf cart, and company vehicles.

Supervisory Responsibility: None

Budgetary Responsibility: None