JOB SUMMARY

The Bohemian Grove Administrative Coordinator is responsible for interfacing daily with Members, Staff and vendors. A key component of this position is Member relations and communication by phone, email and in person with Members of the Club. Appropriate response time and a helpful and positive attitude to resolve member inquiries is critical in this role. The Administrative Coordinator will work with Managers, when necessary, to gather the necessary information to address all inquiries from Members.

The Grove Administrative Coordinator will oversee and coordinate administrative duties to ensure that the Grove operates efficiently and smoothly throughout the year. Responsibilities include but are not limited to:

• Proactively interfacing with Members and camps to provide services and information about the Grove and/or their camps. Consistently promoting professionalism and a positive attitude as well as promoting positive public relations in the performance of duties as a representative of the Bohemian Club.
• Supporting Management staff with administrative tasks such as scheduling meetings, reconciling construction jobs, producing reports, maintaining inventories and other daily, weekly or monthly tasks as assigned.
• Performing duties both off season and event season duties that will be assigned by the Grovekeeper or the Assistant Grovekeeper, such as: recruiting seasonal positions, scheduling seasonal departments and helping oversee all event departments.
• Coordinating work allocation of current office staff and seasonal administrative staff.

JOB TASKS & RESPONSIBILITIES

Ultimately, the Administrative Coordinator should be able to ensure the smooth running of the office and help to improve Club and Grove procedures and day-to-day operation.

AP and Payroll Duties

• Maintain accurate invoice control, data input and audit of all statements received.
• Receive, sort, and stamp all incoming mail and correspondence
• Manage the sorting and filing of invoices into batches for input.
• Audit statements received. Look for missing invoices, possible billing errors and finance charges or late fees.
• File various hard-copy A/P reports (i.e. Check Registers/batch reports) received from the City Club.
• Answer questions from camps, vendors and staff regarding invoice charges and payments.
• Maintain and issue updated “Authorized Grove Purchasers” lists to vendors as needed.
• Complete Member Event Services Charge Statement for billable services performed during events.

Office Duties

• Prepare reports using MS Excel and Word.
• Achieves financial objectives by assisting in preparing an annual budget, scheduling expenditures, analyzing variances, and initiating corrective actions.
• Maintains office services by organizing office operations and procedures.
• Collect Bohemian Grove mail as needed. Arrange for FedEx and UPS package pick-ups as needed.
• Track seasonal deliveries to Camps to ensure goods are received by camps and that a written record of the deliver is kept in the office.
• Assist in maintaining Grove inventory items, including but not limited to lumber, hardware, plumbing, electrical, furniture and other.
• Maintain and file Vendors Workers Compensation and General Liability Insurance forms. Send out update request letters annually.
• Write letters, e-mail, create spreadsheets, etc. as needed.
• Perform other duties as directed.

Camp Coordination Duties

• Communicate with camps on various monthly charges, construction updates and a variety of other camp related issues as these arise through the year.
• Confirm and schedule piano deliveries to and from camps.
• Confirm and schedule piano tunings as requested.
• Ensure monthly and quarterly camp charges are calculated and processed correctly.

• Ensure any special event charges are calculated and processed correctly.
• Create alphabetic guest lists and distribute to security. Include Minors Admission Form as needed.
• Assist with off season usage of Grove facilities by coordinating with Club Events Manager.
• Oversee seasonal Camp Valet lists (authorized Camp valets) for events season.
• Assist with the management of opening camps, cleaning of camps, and shut down of camps.

Event Coordination Duties

• Coordinate with Camp Captains for daily vendor authorizations for all events.
• Confirm and process table, bench, chair and linen rentals for all events.
• Coordinate with laundry vendor for Camp and Grove laundry service. Audit laundry slips and invoices as necessary.
• Perform other Event Duties as assigned by management.

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:

• Must be able to speak, read, write, and understand the primary language(s) used in the workplace.
• Work with a high level of integrity, confidentiality, and professionalism, demonstrating sound judgment.
• Ability to work effectively with others, building and maintaining relationships.
• Attention to detail while handling details quickly, correctly, and efficiently is a significant focus of this role.
• Ability to maintain calm and reason, be a good listener, and deal well with interruptions and competing priorities throughout the day.
• Convey and receive detailed or important instructions or information
• Have excellent interpersonal skills, and be able to work effectively with people of diverse backgrounds
• Represent the Bohemian Grove to Members, Guests and vendors in a professional manner.
• Ability to use computer applications such as spreadsheets, word processing, calendar, email and database software
• Must be proficient in Microsoft Word, Microsoft Excel, Calendar Management, Email and other applicable computer systems.

PHYSICAL DEMANDS

• Must be able to sit at a desk for up to 8 hours per day.
• Walking and standing are occasionally required. Length of time of these tasks may vary from day to day and task to task.
• Able to climb stairs and perform occasional bending, stooping, twisting, and reaching
• Must be able to lift, carry, push or pull up to 15 lbs. on an occasional basis
• Requires grasping, writing, standing, sitting, walking, repetitive motions, listening and hearing ability and visual acuity.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors, and subordinates.
• Vision occurs continuously with the most common visual functions being those of near vision and depth perception.
• Ability to work primarily with fingers to pick, pinch, type and carry out substantial movements (motions) of the wrists and hands as well.
• Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, electric typewriter, multi-line touch tone phone, filing cabinets, photocopiers, dolly, and other office equipment as needed.

OTHER

Regular attendance in conformance with the standards, which may be established from time to time, is essential to the successful performance of this position. Employees with irregular attendance will be subject to disciplinary action, up to and including termination of employment.

Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the Club. In addition, attendance at all scheduled training sessions and meetings is required.

Upon employment, all employees are required to fully comply with Bohemian Club rules and regulations for the safe and effective operation of the Club’s facilities. Employees who violate Club rules and regulations will be subject to disciplinary action, up to and including termination of employment.

QUALIFICATION STANDARDS

Graduation from high school or possession of a high school equivalency diploma and five years of experience in AP/Payroll and office administration:

GROOMING

All employees must maintain a neat, clean, and well-groomed appearance per Bohemian Club standards.

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time.