What are the responsibilities and job description for the Office Coordinator position at Forest Highlands Highlands Association?
Description
Job Overview: The Office Coordinator serves as a point of contact for Forest Highlands members, employees, and Recreation Department management. This role ensures member inquiries are addressed promptly and professionally via face-to-face interactions, phone calls, and email. The Office Coordinator provides administrative support to the Recreation Department by booking services, handling program registrations, and managing employee schedules.
Essential Functions
Customer Service
- Greet members and assess their needs, explaining services, processes, and guidelines related to the Recreation Department.
- Respond to all inquiries promptly via phone and email.
- Prepare, review, and send correspondence as required.
- Handle sensitive and confidential information with discretion and professionalism.
Clerical
- Maintain and order office supplies and equipment.
- Distribute incoming mail to appropriate recipients.
- Utilize softwares such as Google Drive, When to Work, Jonas Encore and Microsoft Office Suite to develop communication documents, manage schedules and event management tools.
- Perform general administrative tasks such as filing, photocopying, scanning, and collating documents.
Concierge Services Coordination
- Schedule and document member services and update staffing requirements accordingly.
- Ensure service charges are accurately recorded in the Jonas system.
- Perform other duties as assigned.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Requirements
Minimum Requirements:
- Associate’s degree or 2 years of administrative or customer service experience.
- Exceptional written and oral communication skills.
- Proficient in Microsoft Word, Excel, Outlook, PowerPoint, and Google Drive.
- Ability to learn systems such as When to Work and Jonas Encore.
- Excellent interpersonal, organizational, and time-management skills.
- Professional demeanor with strong customer service skills.
- Proven ability to manage multiple projects and work productively in a team environment.
- Flexibility to work evenings, weekends, and holidays as needed.
- Prior experience in golf club operations is a plus.
Language, Mathematical, and Reasoning Skills
- Ability to read and interpret documents such as safety rules and procedure manuals.
- Strong mathematical skills for basic calculations.
- Ability to apply common sense understanding to carry out instructions in various formats.
Physical Demands and Work Environment
- Work in a busy shared office in a private residential community.
- Lift up to 25 lbs regularly and up to 50 lbs occasionally.
- Frequently walk, sit, stand, bend, and use hands.
- Tolerate a loud office environment with continuous talking and hearing.
Equipment Used
Copier, telephone, computer, printer, shredder, golf cart, and company vehicles.
Supervisory Responsibility: None
Budgetary Responsibility: None
We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other
Salary : $18 - $24
