Administrative Assistant - GCM

TPC Southwind is a private par-70, 7,244-yard layout located in the gated community of Southwind in Southeast Memphis, Tennessee. TPC Southwind is home of the FedEx St. Jude Championship. TPC Southwind houses a modern-style, 34,000 square-foot clubhouse featuring rich wood furnishings and creates an inviting backdrop for socializing, private events, or corporate entertainment.

QUALIFICATIONS

High school diploma or equivalent education. Thorough knowledge of general business administration practices as would be acquired through two to three years of similar experience in progressively responsible positions. Previous human resources experience preferred.

RESPONSIBILITIES/DUTIES

Administrative Functions:

• Ensure that all employees, vendors and guests are greeted and welcomed in a professional and courteous manner
• Provide administrative support to the Golf Course Maintenance (GCM) team which includes:

o   Drafting and typing correspondence, special reports, and presentations

o   Answering phones and providing information to callers

o   Coordinating meetings, taking minutes, and preparing follow up reports

o   Maintaining supervisor’s calendar and travel schedule

o   Making travel arrangements and completing related travel expense reimbursement requests

o   Updating calendar of club functions

o   Open and distribute departmental mail as necessary

• Act as a liaison with other departments and outside agencies
• Handle and process all incoming invoices for the department
• Maintain all reporting and document storage for the GCM Department, such as incident reports, at Club level in accordance to retention policies
• Order and stock office supplies for the department
• Maintain copy machine service records and supplies
• Maintain records of employee meals; submit to Accounting Department every month for proper department allocation

Employee Related Functions:

• Act as a liaison between club and National Human Resources team
• Handle confidential and non-routine information. Be thoroughly versed in Club policies, procedures, training programs and benefits and be able to communicate accurate information to employees
• Process payroll and employee documents for all employees of the Club and transmit the data to National Headquarters weekly
• Maintain club employee and payroll records in accordance to retention policies. Ensure timekeeping system is in proper working order
• Maintain up to date inventory of all employment forms and job descriptions. Responsible for order processing and cost allocation of forms to proper departments
• Be knowledgeable of the Fair Labor Standards Act, Federal Wage and Hours Laws and other employee/payroll laws that may have an impact on club operations
• Participate in recruitment effort for employees; help coordinate the use of temporary employees, administers pre-employment assessments, background checks, pre-employment drug screening, and conducts reference checks
• Conducts new employee orientations and ensures all employees are trained in Service Excellence annually
• Coordinate Workers' Compensation and general accident reports and related follow-up
• Ensure all employee communications and required postings are accurate, such as employee newsletter, required labor law postings, paycheck stuffers
• Special projects or other duties as assigned

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

This job operates in a professional office environment and routinely uses standard office equipment. While performing the duties of this job, the employee is regularly required to stand; walk; sit; kneel; use hands to handle or feel; and talk or hear.  The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, depth perception, color vision, distance and peripheral vision, and ability to adjust focus.

An essential function of the job is to be able to comply with all applicable federal, state and local safety and health regulations that would apply to this job.

This job description reflects the assignment of essential functions and may be modified as needed; it does not proscribe or restrict the tasks that may be assigned.  The information contained herein is not intended to be an all-inclusive list of the duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to do the job.

Travel

• Travel is not expected for this position

Work Schedule Expectations

• This position typically requires working standard business hours Monday through Friday with occasional weekends

Supervisory Responsibility

• This position has no direct supervisory responsibilities