Community Events and Sales Assistant

Description:

The Community Events and Sales Assistant will support our Community Events Director and our Director of Sales and Catering.

In addition, this position works in tandem with the Community Events Director to plan and execute Member programs to include recreational, social, travel, and entertainment designed to enrich the quality of life and enhance the vibrancy of the Club for Member. Responsibilities encompass program development, facility scheduling, administration of the Club, and overall program promotion and publicity. This position ensures that all programs and services (including designated independent contractors) are conducted and fulfilled in a manner consistent with the goals and objectives of Heritage Ranch Golf and Country Club.

Job Purpose:

The community events and sales assistant is responsible for greeting all visitors and assisting with members’ questions/concerns, general admin, orientating new members to the communities, and lifestyle/social planning. The community events and sales assistant is also responsible for ensuring a complete offering of programs for members, developing and promoting the Club’s member activities to include but not be limited to events, fitness classes, health and wellness seminars, spa programming, and sport court tennis and pickleball programming and promoting community relations.

In addition, the community events and sales assistant works in tandem with the Directors to plan and execute Member programs and outside events to include recreational, social, travel, and entertainment designed to enrich the quality of life and enhance the vibrancy of the Club for Member. Responsibilities encompass program development, facility scheduling, administration of the Club, and overall program promotion and publicity. The community events and sales assistant ensures that all programs and services (including designated independent contractors) are conducted and fulfilled in a manner consistent with the goals and objectives of Heritage Ranch Golf and Country Club.

Duties and Responsibilities:

• Responsibilities include but are not limited to greeting Members and guests as they enter, checking ID cards, assisting with event set-ups, responding promptly to communications, and following through on commitments made to others.

• Provides outstanding service to our members and their guests professionally and courteously and listens openly to the ideas of others.
• Respond calmly and tactfully to problem situations and discuss concerns in a constructive manner with persons who need to be involved.
• Answer questions about the community events program and recommend events, shows, and functions for Members to attend.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of customers or employees of the organization.
• Demonstrate exceptional customer service when communicating with other departments, Members, guests, and vendors.
• Maintaining a safe and friendly environment for Members, guests, and fellow staff members.
• Work as a team with the events department to create a fun and exciting program for Members and their guests and promotes events, activities, and functions offered throughout the Amenity Campus.
• Assistance in the room set-up and break-down for their events and assist when facilities are being used.
• Assists in preparation of all events, promotions, and functions which will include set up and breakdown props, as directed by supervisor.
• Light housekeeping duties, including stocking restroom facilities, cleaning glass, fitness equipment, and trash collection as needed – if applicable.

• Notify the proper department and the Management Team of any areas that need attention.
• Understand emergency preparedness and respond appropriately to all emergencies.
• Prepare monthly reports and vendor check requests as needed.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Maintain calendar of event registration for Members.
• Create and update records ensuring accuracy and validity of the information.
• Perform administrative tasks when needed.
• Assists in the preparation of articles and calendar of events for the Ranch Reporter.
• Contacts facility Member and guests about new and exciting programs for lifestyle.
• This position guide does not state or imply that the above are the only duties and responsibilities assigned to this position. Employees holding this position will be required to perform any other job-related duties as required. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.

Physical, Mental and Visual Skills

Good organizational and verbal skills. Possess a high level of energy, initiative, enthusiasm, cooperation, and exercise good judgment and discretion. Computer skills including basic knowledge of MS Office programs including Publisher, PowerPoint, Outlook, Word, and Excel. Public speaking skills are important to the effectiveness of this position and have highly effective interpersonal skills, problem-solving, point of sale system, registration processes, policies and procedures, equipment, material, products, etc.

• Ability to conduct and actively participate in scheduled programs with intermittent sitting, standing, bending, stooping, walking, climbing stairs, and lifting objects weighing up to fifty (50) pounds frequently.
• Should anticipate standing for extended periods.
• Extended time on the computer.
• Vision required for some close work.
• The noise level is considered moderate.
• Individuals frequently are required to use their hands and arms.
• Occasionally required to sit and stoop, kneel, crouch, or crawl.

Working Conditions:

Must have very flexible availability for work schedule, weekends and evenings and some holidays. Works indoors and outdoors.

This job description does not imply that the above are the only responsibilities assigned to this position. Employees holding this position will be required to perform any of the job-related duties as requested. All requirements are subject to modification to accommodate individuals with a disability.

Education/Experience:

High school diploma or general education degree (GED), 2-3 years of Receptionist, Office Manager, or related experience.