Administrative Assistant/Receptionist (Full Time)

Description

Organizational Summary

Founded in 1916, Palma Ceia Golf & Country Club is located in Tampa’s most prestigious residential neighborhood and is the Tampa Bay area’s oldest and most prestigious private club. The club features an 18-hole championship golf course, tennis courts, swimming, a fitness center, and clubhouse for member entertaining, dining and banquets. Our main focus is providing our members and their guests with outstanding facilities and the highest standard of service.

Job Summary

The clubhouse administrative assistant is a skilled administrative professional who provides a wide range of support services to the clubhouse and food and beverage management teams and is responsible for coordinating projects that may involve working with all levels of internal management and staff, ensuring efficient operation of the clubhouse reception area. The administrative assistant must be proficient in Microsoft Office applications including Word, Excel, Outlook, and PowerPoint; possess excellent interpersonal and organizational skills, be detail-oriented, resourceful, and efficient. Strong decision-making skills, verbal and written communication skills including the ability to communicate professionally with members, other employees and vendors are also important traits for this role.

Essential Duties

• Responsible for directing the flow of information and traffic in the club house including incoming phone calls, appointments, and general inquiries. Greets all members and guests entering the clubhouse.
• Assists the General Manager, Clubhouse Director, Food & Beverage Director, and management team in carrying out a variety of administrative tasks such as typing correspondence, maintaining schedules and calendars, and updating and revising country club promotional materials (printed and electronic) including event flyers, weekly member email updates, menus, wine lists, price sheets, etc.).
• Responsible for the maintenance and updating of all content on the main website, mobile app, weekly emails, and all member communications.
• Answers incoming calls using a consistent greeting and in a friendly and efficient manner; transfers calls to proper extensions, screens calls and takes messages for staff members and delivers them promptly, promptly retrieves messages from voicemail and follows up or forwards to the appropriate staff member for follow-up.
• Remains informed and up to date on all club activities and functions and answers related questions; serves as a main point of contact for members desiring information; provides schedules and club information to members and guests. Communicates with receptionists to ensure they are informed of all club activities and events (particularly those that involve clerical assistance).
• Serves as the main point of contact for all reservation activities for club house dining and special events; takes reservations and handles inquiries and cancellations in an attentive, courteous, and efficient manner; secures and confirms details utilizing club house software (Jonas, Club Essentials, mobile app, website, etc.) ensures all updates and changes are communicated in a timely manner.
• Maintains the reception desk area/office and office equipment (main telephone, computer, copy/fax machine, two-way radios, printers, and other electronics); requests maintenance repairs as needed; requests office supplies to maintain efficiency, organizes files, receives and distributes incoming faxes and mail, ensures outgoing mail is retrieved by mail carrier.
• Assists with clerical tasks requested by management team, including typing correspondence, data entry, preparing mailing labels for USPS/FedEx/UPS packages, photocopying/refilling copy machine/clearing paper jams, setting appointments, and other related tasks. 
• Attends staff meetings and in-service training.
• Maintains a professional appearance and complies with uniform and dress codes.
• Assists in training other clubhouse receptionists as needed.
• Performs other related duties that may be assigned by a manager. 

Requirements

Physical Demands

• Must be able tolerate extended periods of sedentary work; sitting with occasional walking and standing; and lifting and carrying articles weighing less than twenty pounds.

Minimum Qualifications

• High School Diploma or equivalent, and two years of related experience and/or training; or equivalent combination of education and experience. 
• One year of customer service experience and work experience operating a multi-line telephone system.

Preferred Qualifications

• Associates degree in business or related field, and three years of experience working in the hospitality industry.