Administrative Assistant - Member Services

Position Information

Administrative Assistant/Member Services

Alto, NM

Position Purpose: Provide administrative and office support under the supervision of the Club Controller and Office and Accounting Manager

Duties and Responsibilities:

• Pick up mail at post office daily.
• Assist w/ incoming calls and ensure phone calls are redirected accordingly, greet members or guests in a professional, friendly, hospitable manner, provide assistance as needed and sort and distribute mail.
• Assist members, club Associations and Commissions with any needs, notaries, copies, emailing, or faxing.
• Manage the Unaccompanied Family Guest Letter Policy
• Membership knowledge, be able to answer questions regarding our memberships. Learn our Bylaws and Covenants
• Put together BOD Books every month.
• Assistant and Backup to all admin managers
  • Membership Director – Folders, scheduling, Coordinating collection of required information.
  • Accounts Receivable – Be able to read members’ accounts and know how to research and find errors made. Assist with statements every month. Post charges, refunds, and payments. Take payments over the phone.
  • IT – Know your way around our website to assist members over the phone. Learn to set usernames and password. Assist members who are not receiving eblast. Website design and edit, set up A/V for meetings and events, set up zoom meetings.
  • HR/Account Payable – help with coding invoices and keep track of all utilities to ensure they’ve been received and paid. Assist in printing jobs, creating new hire folders and binders. Assist in scanning files.
  • Office and Accounting Manager – Assist with entries throughout the month. Assist with ATM transactions and entries. Organize lunches.
  • ACC Administrator – have a basic knowledge of Architectural Control and assist in giving out applications and helping input into computer and other duties as assigned.
  • Controller – Accounting entries and all other duties as assigned.
  • Assist everyone with printing and scanning.
• Keep supplies closet stocked and any other supplies needed by other departments. Ordering Business cards and keeping printer stocked up.
• Knowledge in Microsoft, Excel, Word, PowerPoint

Skills and Attributes:

• Excellent verbal, written and interpersonal skills to effectively communicate with members, visitors, and coworkers.
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook)
• Skillful internet research
• High level Confidentiality
• Ability to work as part of a team.
• Detailed oriented
• Organized, and excellent time management
• Basic Accounting Knowledge
• Self-guidance, Self-motivation
• Dependable

Educational Requirements:

• High School or equivalent degree
• Minimum Associate Degree in Administrative Professional or 4 – 5 years equivalent experience in field.
• Prior experience with customer service and accounting preferred

Pay TDB upon experience and knowledge of position.