Administrative Assistant (Front Desk)

SUMMARY: The Administrative Assistant is responsible for all administrative services to the Catering & Events Director, Golf Course Superintendent, and Human Resources Director to perform special projects as assigned and other duties, as required, to ensure the operational efficiency of the departments. At times, the Administrative Assistant will be the first point of contact with the membership and to forward appropriate staff, answer questions, provide resources, and offer solutions.

ESSENTIAL FUNCTIONS:

1. Answer all telephone calls and return messages promptly.

2. Greets and welcomes all members and guests by name.

3. Oversees the bookings for all dinner reservations and club events. Confirms all reservations prior to the event or meal period.

4. Assists and coordinates all card games and room set-up. Emails weekly Bridge player communication.

5. Coordinates activities, information, appointments, and meetings timely for members and Club Management.

6. Assists administratively with printing of the wine lists and menus.

7. Completes weekly Banquet Event Orders (BEO) and distribution of packets along with on-going change orders.

8. Implement and maintain filing system, to include correspondence with members and vendors.

9. Maintain updated BEO binders for Executive Chef. Maintain Club’s internal event calendar with current information.

10. Attends weekly food and beverage meetings and reports on reservation status.

11. During restaurant business hours, will be expected to accept takeout orders and relay information to Food and Beverage team in a timely manner. Collect and organize other orders throughout the season for special events, i.e. Thanksgiving.

12. Assists during club functions, as needed, and coordinates name tags for members and employees. Designs, prints and frames signs for special events. Designs and prints special event menus and placecards.

13. Maintain correct balance in petty cash and processes bank deposits for the Controller.

14. Maintain the House Committee “Red Book,” walk around, inspect, straighten, tidy, and ensure furniture, picture frames, and items are in their proper place.

15. Manages “lost and found” items by tracking and safeguarding these items.

16. Creates and emails special email and video on members’ birthdays.

17. Performs general office work such as word processing, excel, filing, and operation of company machines. Maintains inventory of Front Desk supplies.

18. Maintain appearance of Front Desk area, storage and coat rack. Manages coat check, offers pashminas to members when needed.

19. Assists Director of Human Resources in administration, processing and filing.

20. Comply with The Reserve Club’s policies, procedures, and safety regulations.

21. Other duties, as required, to ensure the operational efficiency of the Club and to maximize Reserve Club member experience, duties may also be assigned by the General Manager/Chief Executive Officer.

COMPETENCIES:

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.

Interpersonal Skills – the individual is engaging, gracious, professional and maintains confidentiality, remains open to others’ ideas and exhibits willingness to try new things.

Problem Solving – the individual identifies and resolves problems in a timely manner, gathers and analyzes information skillfully and maintains confidentiality.

Oral Communication – the individual relates well to and can communicate effectively with current and potential members and speaks clearly and is persuasive in positive or negative situations and demonstrates group presentation skills.

Written Communication – exceptional attention to detail, the individual edits work for spelling, grammar and overall message content, presents numerical data effectively and is able to read and interpret written information.

Planning/Organizing – the individual prioritizes and plans work activities and uses time efficiently as well as excellent organizational skills required to effectively multi-task and meet deadlines.

Quality Control – the individual demonstrates accuracy and thoroughness and monitors own work to ensure quality.

Adaptability – the individual adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.

Dependability – the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.

Safety and Security – the individual observes safety and security procedures and uses equipment and materials properly.

QUALIFICATION STANDARDS:

Knowledge, Skill and Experience

1. Minimum Education (or substitute experience) Required: Two or four-year college experience and / or degree preferred.

2. Minimum Experience Required: A minimum of two years experience in hospitality management services.

3. Skills Required: Computer experience PC and/or Apple; use of Microsoft Office: Word, Excel, Outlook, and PowerPoint. Large and small printer formatting and copying. Webpage design and Northstar experience preferred.

PHYSICAL REQUIREMENTS:

• Must be able to work indoors and outdoors.
• Physical requirements include: the ability and endurance to sit, stand, key board, to view a monitor for extended periods, lift and carry 20 lbs.
• On a frequent basis; the ability to bend, twist, crouch and repetitive use of arms, wrists and hands in a grasping or squeezing motion; and reach above shoulder level on an occasional basis.

OTHER DUTIES:

Due to the nature of the club industry, associates may be required to work varying schedules to reflect the business needs of the club, including weekends and holidays during the months of October-May.

The duties listed above are intended only as illustrations of the various aspects of the position and the types of responsibilities that may be performed. The omission of specific statements does not exclude them from the position if work is similar, related or a logical assignment to the position. The position description does not constitute an employment agreement between employer and employee and is subject to change by the employer as the needs of the employer and requirements of the position change.

Job Type: Full-time

Pay: $21.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Parental leave
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person