Administrative Assistant

The Villages Golf and Country Club - Job Description

Job Title: Administrative Assistant

Department: General Manager's Office

Reports to: Villages Services Coordinator

Work Schedule: Monday - Friday; 8:30 a.m. - 5:00 p.m. (may vary based on business needs)

Pay Range: $21.00 to $23.00 per hour

Classification (FLSA): Non-Exempt, Hourly

Revised: March 26, 2026

Position Overview

The Administrative Assistant provides frontline administrative and customer service support, reporting directly to the Villages Services Coordinator. This role serves as a central point of contact for resident-facing administrative functions, ensuring accurate recordkeeping, timely processing, and responsive service delivery. The position manages key administrative processes, including guest barcodes, golf cart registrations and decals, citation tracking, and related correspondence, while also supporting general office operations. Success in this role requires strong organizational skills, attention to detail, discretion with confidential information, and a consistent commitment to service excellence in a dynamic community environment. At The Villages, we expect all team members to work by the Guiding Principles and actively contribute to fostering a community grounded in respect, trust, and open communication, while delivering exceptional service, upholding integrity, promoting teamwork, and creating a positive, engaging experience for our residents, partners, and colleagues.

Essential Functions

Resident Support & Customer Service

• Serve as a primary or secondary point of contact for residents (in person, phone, and email).
• Respond to inquiries with professionalism, accuracy, and timely follow-through.
• Provide guidance based on community rules, policies, and procedures; escalate issues as needed.
• Coordinate with departments to support issue resolution and ensure consistent service delivery.
• Demonstrate awareness of workplace safety practices and support organizational efforts to maintain a safe environment for staff, residents, and visitors.

Records, Database & Administrative Processing

• Maintain and update resident administrative records, including vehicles, guest vehicles, golf carts, and related documentation.
• Ensure records are accurate, complete, and audit-ready (electronic and hard copy).
• Scan, file, copy, and maintain documentation and correspondence.
• Perform data entry, document preparation, and clerical tasks with a high level of accuracy.

Vehicle, Golf Cart & Guest Barcode Administration

• Create, issue, and track resident vehicle barcodes.
• Manage annual barcode billing and renewal processes.
• Register golf carts, assign spaces, and apply decals as required.

Citation Tracking & Correspondence Support

• Maintain citation logs and supporting documentation.
• Prepare and distribute correspondence related to citations and follow-ups.
• Track actions and maintain organized records of outcomes.

Office Operations & Department Support

• Provide administrative support to the Villages Services Coordinator.
• Order office supplies and coordinate equipment needs through Procurement.
• Support general office operations and cross-department needs as directed.

Note: Employee may have to undertake more tasks as needed or as directed, within the responsibilities of their role.

Work Experience

• Minimum one (1) year of progressively responsible administrative experience in a fast-paced office environment.
• Experience working directly with the public in a customer service-oriented role required.
• Experience maintaining databases and handling confidential records preferred.
• Prior experience in a community association, property management, municipal, or similar environment preferred.

Skills

• Strong customer service skills with the ability to interact professionally with residents, guests, staff, and vendors.
• Excellent written and verbal communication skills in English.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Ability to perform accurate and efficient data entry within internal systems.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• High attention to detail and accuracy.
• Ability to interpret and apply policies appropriately.
• Ability to work independently while contributing to a team environment.
• Adaptability and willingness to learn new systems and processes.

Physical Demands and Work Environment

• Work is primarily performed in a professional indoor office environment.
• Frequent sitting and computer use for extended periods.
• Occasional standing, walking between buildings, bending, lifting, and reaching.
• Ability to lift and/or move up to 25 pounds.
• Occasional exposure to outdoor conditions when assisting residents with decals or vehicle registrations.

Conditions of Employment

• Successful completion of a pre-employment drug screening and criminal background check is required.
• Must maintain professional conduct and demonstrate the ability to work collaboratively in a team-oriented and stable work environment.
• Possession of a valid California driver's license is required and must be maintained throughout employment if driving on The Villages property.

Education

Required: High school diploma or GED equivalent.

Preferred: College coursework in business administration, office administration, or related field.