Golf Maintenance Administrative Assistant

The Golf Maintenance Administrative Assistant coordinates administrative and operational support to the Agronomy team, ensuring the smooth day-to-day functioning of the department. This role involves handling various administrative tasks, assisting with communication across teams, tracking expenses and budgets, and ensuring efficient documentation and scheduling for the golf course maintenance operations.

 Essential Functions:

1. Administrative Support:

• Provide comprehensive administrative support to the Director of Agronomy and the Golf Maintenance team.
• Manage department calendars, including scheduling meetings, coordinating department events, and maintaining updated work schedules.
• Handle phone calls, emails, and other correspondence, ensuring timely responses and follow-ups.
• Prepare and distribute reports, meeting minutes, and internal communications as needed.
• Maintain and organize department files, both electronic and physical, ensuring documents are up-to-date and easily accessible.

1. Budgeting & Expense Tracking:

• Assist with tracking the department’s budget, ensuring accurate entry of invoices, purchase orders, and expenses.
• Reconcile monthly financial reports and assist in forecasting annual maintenance expenses.
• Prepare and submit expense reports and purchase requisitions for the department, coordinating approvals as needed.

1. Vendor & Inventory Management:

• Coordinate with vendors and suppliers to manage inventory levels for equipment, tools, and materials required for golf course maintenance.
• Track equipment service schedules and repairs, ensuring the timely maintenance of machinery.
• Maintain relationships with vendors to ensure prompt deliveries and service agreements are met.

1. Communication & Coordination:

• Act as a liaison between the agronomy department and other resort/hotel departments, ensuring clear communication regarding course conditions, special projects, and ongoing maintenance efforts.
• Assist in the coordination of special projects and seasonal maintenance schedules.
• Facilitate the dissemination of daily work schedules and important notices to the team.

1. Payroll & HR Support:

• Assist with the submission of timecards, ensuring accuracy for payroll purposes.
• Maintain updated employee records, including tracking attendance, certifications, and performance reviews.
• Coordinate recruitment activities for the agronomy department, including assisting with candidate pre-screening, interview scheduling, and onboarding processes.

1. Safety & Compliance:

• Ensure that all safety protocols are followed, assisting with the maintenance of safety training records for team members.
• Keep the department updated on compliance with local, state, and federal regulations as they pertain to golf course maintenance and environmental standards.

Non-Essential Functions:

• Maintenance of files and corresponding filing system in accordance with the Record Retention policy.
• Preparation of special reports or projects, as requested.
• Attend all required meetings.
• Knowledge of and compliance with all Emergency procedures. Reports unsafe conditions, as appropriate.
• Maintain a professional and friendly relationship with other departments, team members, and guests.
• Maintains work area in a neat and orderly fashion.
• Other duties as assigned by management.

KemperSports is an equal opportunity employer.