Chicago Golf Club Office Associate

Chicago Golf Club Office Associate

Main Responsibilities:

• Enter member charges into the Club’s billing system, from paper charge slips
• Deposit and record all member payments
• Input member additions/deletions/changes into member directory file (e.g., address changes)
• Respond to members’ billing inquiries
• Prepare flyers for club events (with chef and other staff, e.g., using Canva)
• Prepare enclosures for each monthly membership billing statement, including calendar, seasonal hours, events, etc.
• Prepare monthly billing statements for mailing (typically via U.S. Mail, some via email), including enclosures
• Respond to membership correspondence (with Office Manager)
• Produce the annual membership roster (with Office Manager)
• Act as hands-on administrator for Chicago Golf Foundation (with its Board):
• Deposit all Foundation donations and process all expenditure receipts
• Produce Foundation letters (e.g., donor acknowledgments)
• Maintain the Foundation’s Excel-based spreadsheet of donations, expenses, and Sage Entries
• Maintain the Foundation’s cloud-based file storage
• Respond to requests for information from the Foundation Board
• Maintain the Foundation Board’s meeting minutes book

Other Duties:

• Answer and respond to phone calls
• Record dining reservations
• Maintain appropriate inventory of office supplies and equipment
• Manage the scheduling and cleaning function for the Club’s four cottages, including managing the supplies inventory, communicating with the housekeeping staff, updating reservations, etc.
• Work on special projects requests (with Office Manager)
• Filing documents as required
• Completing various mailings and emails to membership
• Complete other duties as assigned and/or necessary

Characteristics of the successful applicant:

• Maintains a friendly interaction with members, staff, and other contact points
• Ensures a high degree of customer service focus in all interactions; this is a customer-facing role
• Learns quickly, so that tasks can be completed with less direction over time
• Takes responsibility, not only for the specific assigned tasks but also for addressing needs that will periodically be apparent and that may or may not be in the written job description
• Acts as a member of the Club team, working with other staff members to ensure the smooth operation of the Club
• Respects the work environment, limiting personal calls/texts to not interfere with job performance or to be readily apparent
• Respects the need for privacy, for both members and other staff
• Maintains an operational level of skill in Microsoft Office and other relevant software (e.g., Canva or PowerPoint)

Hours and Compensation:

• Chicago Golf Club envisions the Office Associate working 32-40 hours per week and has some flexibility depending on the candidate’s qualifications and situation. Note that there is a seasonality to the work volume, with the heaviest needs coming between April-October.
• Hourly compensation is negotiable, although we envision a minimum of $25/hour. The successful candidate working 32 hours per week will be offered benefits; Chicago Golf Club has some flexibility on pay rate if the candidate declines benefit coverage.
• Work hours are somewhat flexible, although the Office Associate needs to provide office coverage until 4:00pm each day as part of their duties.
• Chicago Golf Club is among the most historic clubs in the United States, with among the most highly rated golf course. The Office Associate will have access to play the golf course on Mondays, outside of their scheduled work hours.

Optional Future Development: The ideal candidate will also have or could develop the skills necessary to address the club’s longer-term succession planning needs over the next five years or so. This would include not only higher-level skills and performance in the above areas, but also an accounting/bookkeeping function.

Job Type: Full-time

Pay: From $25.00 per hour

Expected hours: 32 – 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Work Location: In person

Salary : $25