Golf Admin Assistant (FT)

Grand Traverse Resort & Spa

Job Description

Job Title:                          Golf Administrative Assistant    

Department:                   Golf Operations

Reports To:                      Golf and Spa Sales Managers

FLSA Status:                     Hourly

EEO Job Category:          

Prepared By:                    Director of Golf Operations

Dept./Position Code      445-110

Date Prepared:                March 2024

SUMMARY

This position is entry level and provides administrative support for the sales and support activities of Golf and Spa Sales Managers, specifically the Group Golf Packages, Resort Conference Groups, Outside Golf Groups, and Group Spa Packages.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Composition of reports, weekly, monthly and annually. 
• Daily correspondence to include, but not be limited to, contracts, resumes, and letters. 
• All correspondence and reports are expected to be complete in a timely fashion to ensure deadlines are met
• Must be able to work flexible hours and take on additional responsibilities when asked
• Responsible for entering group information/notes into Delphi
• Creating and maintaining databases
• Prepare welcome packets for groups including welcome letter, bag tags, breakfast tickets, gift cards and/or spa itineraries
• There are occasions in which you will be asked to assist or take on special projects.  They can range from working at the proshop desk, golf show travel, being available for client events, and helping out other departments such as housekeeping or banquets
• Audit each group to ensure smooth check-in and check-out
• Assist in making dinner reservations, banquet events, group transportation, beverage cart needs and any additional non golf or spa needs etc.
• Take registration calls for golf outings from individuals calling in their deposit information and charge appropriate credit cards
• Opening, golf simulator maintenance, reception, and closing duties at the Golf Academy
• Attend meetings as needed
• Prep travel needs and accommodations, prepare and route expense reports from travel.
• All other reasonable assignments given to coordinator by Director of Golf Operations, Golf and Spa Sales Managers
• Must follow proper grooming and dress standards set forth by the Employee Handbook.
• Must understand and abide by environmental practices of the Resort.

EDUCATION/EXPERIENCE

Must have a High School Diploma or GED.  Must be proficient in Microsoft software products.  Preferred to have two years’ experience at an administrative level.

OTHER SKILLS AND ABILITIES

Able to read, analyze, and interpret common financial reports, and internal documents.  Able to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.  Ability to effectively present information to top management, public groups, and/or boards of directors.  Able to add, subtract, multiply and divide and to work with mathematical concepts such as probability and statistical inference.  Able to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. 

SUPERVISORY RESPONSIBILITIES (If applicable)

Not Applicable

TYPICAL PHYSICAL DEMANDS

Long periods of sitting, typing, working at a desk spending a majority of time on a computer or telephone. 

TYPICAL MENTAL DEMANDS

Handling strict deadlines, last minute changes from guests, often repetitive tasks

WORKING CONDITIONS

An indoor office/cubicle environment.  Many co-workers and guests in area and generally a low level of noise.

COMMENTS

Native American Preference will apply.  Must be able to pass a background investigation and a drug/alcohol urinalysis as a condition of employment.  Must be able to work flexible hours and take on additional responsibilities when asked.  Must adhere to company policies regarding strict confidentiality

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification.  They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.  Management retains the right to add or to change the duties of the position at any time.  Any qualifications to be considered an equivalent in lieu of stated minimums require prior approval of the Director of Human Resources.

Native American Preference will apply.  Must be able to pass a background investigation and drug screen as a condition of employment. This job description is not intended to be all-inclusive. An employee will also perform other reasonable related job responsibilities as assigned by their supervisor and/or other management of the Resort to meet the current needs of the department or business.

Salary : $17