What are the responsibilities and job description for the Office Coordinator (Part Time) position at FOREST HIGHLANDS ASSOCIATION?
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: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