Director of Administrative Services

COMPANY OVERVIEW: Together We Soar!

Vesta Property Services has been in the industry for more than 25 years and holds over 800 community management contracts while serving the amenity needs of Florida's most prestigious communities! We are proud to employ over 1,000 associates and have been rated as one of Floridas Top Workplaces.

Our Vesta associates are our most valuable resource. We hire people we trust and give them autonomy to do their best work. We also support professional development with training, coaching and regular feedback. We have a highly collaborative culture supported by our EAGLE PRIDE values!

JOB SUMMARY: Your Flight Plan!

The Director of Administrative Services will supervise all front office personnel. This role will also develop and implement policies and procedures to ensure guest satisfaction and proper completion of all front office tasks as well as develop and implement programs, projects and activities designed to increase and retain membership in the club. The Director of Administrative Services will represent the club in its relationships with numerous external constituencies.

The Director of Administrative Services is responsible for maintaining exact records of accounts payable and accounts receivable. They will reconcile accounts payable with invoices, purchase orders and expense reports. The Director of Administrative Services will process, write, and issue all invoices and check requests for payments on accounts. They will keep track daily of operating and capital account balances, process cash payroll and prepare payroll and cash deposits as well as collect charges and prepare and mail receivables

RESPONSIBILITIES AND DUTIES: Ready to Fly!

• Trains, cross-trains, retrains, schedules, and supervises all front office personnel.

• Develops and implements all front office standard operating procedures.

• Maintains effective relationships and communication with all other departments.

• Verifies that accurate room status information is maintained and properly communicated to ensure maximum revenue.

• Resolves member and guest problems quickly, efficiently, and courteously.

• Updates group information; maintains, monitors, and prepares group requirements; relays information to all concerned staff members; maintains function board in lobby.

• Ensures that all check-cashing and credit policies are followed.

• Manages within allotted budget restraints; takes corrective actions to help assure that budget goals are attained.

• Conducts monthly meetings of front office personnel.

• Collects information required for daily and other revenue records; analyzes and makes recommendations regarding this information.

• Coordinates all reservations, cancellations, no-shows and billings.

• Attends weekly staff and other meetings.

• Collects and files invoices.

• Files payables until paid.

• Audits vendor invoices: assures that all invoices have been approved for payment by the appropriate manager.

• Posts invoices to proper accounts.

• Makes and records daily cash deposits.

• Prepares daily deposit from checks received by mail and club drop box.

• Processes all food and beverage and other invoices by attaching Purchase Orders when required and sends to appropriate managers for approval. Upon approval verifies coding and batch for Controllers approval; input for payment.

• Prepares and maintains weekly purchasing reports by departments.

• Audits inventories.

• Coordinates purchases and maintains office supplies.

• Compiles and maintains credit applications for vendors.

• Balances petty cash and operating cash funds; reports deficiencies or surpluses to CFO.

• Process Check runs.

• Assists Controller in preparing month-end financial statements.

• Processes all bills for final payment; provides checks with supporting documentation for signing by CFO.

• Ensures that club policy on obtaining proper authorization signatures is followed.

• Manages all credit memos to assure that no incorrect charges are paid.

• Word processes reports.

• Maintains vendor contact records.

• Reconciles vendors statements to assure that all invoices are accounted for.

• Interacts with department heads regarding credit memos and invoice problems.

• Maintains equipment contact files and warranty agreements.

• Maintains cellular phone program for all individuals on the system; researches areas for improvements and cost savings.

• Attends departmental and club training meetings.

• Maintains members records and accounts.

• Collects all member charges.

• Posts charges to accounts from all club revenue centers.

• Prepares and mails member charges and statements and processes monthly billings.

• Receives and reconciles payments on accounts.

• Updates daily revenues.

• Prepares deposits and processes members payments on their accounts.

• Advises General Manager about delinquent member accounts and sends and posts delinquency notices.

• Responds to member billing inquiries.

• Coordinates the resolution of member disputes with the appropriate department head and the member.

• Processes member transfers and informs appropriate personnel of changes and additions.

• Prepares and posts suspended member lists.

• Audits point-of-sale charges and credit card sales.

• Audits banquet revenues with Banquet Event Orders.

• Audits other event and tournament revenues.

• Prepares tip reports for accounts payable.

• Performs miscellaneous office responsibilities.

• Maintains the following records: member accounts, accounts receivable trial balance and daily, weekly and monthly receivable deposits.

• Prints daily sales and other revenue reports as requested.

• Coordinates with managers on complimentary items.

• Processes credit book and gift certificates and reconciles with appropriate personnel.

• Assists with clerical work in the Accounting Department.

• Maintains the clubs database (membership register) of members files.

• Develops and ensures that established procedures for processing prospective members applications are consistently followed.

• Assists prospective members in fulfilling application requirements.

• Promotes club activities using table tents, newsletters, direct mail flyers, notices on club website and other means.

• Coordinates with the Assistant Clubhouse Manager the updating of the clubs master calendar.

• Maintains online member directory.

• Processes member resignations; develops reports and undertakes special projects as applicable if membership retention problems arise.

• Tracks the success and overall performance of all membership activities.

• Maintains a file of club history information.

• Coordinates all club public relations efforts, members newsletters, news and media events, use of social media, and club promotional materials.

• Attends management and staff meetings.

• Effectively responds to member comments in accordance with club standards, policies and rules; uses ideas, feedback and suggestions to continuously improve the services provided to members.

• Recruits, trains, supervises, schedules and evaluates subordinates according to established club procedures.

• Coordinates maintenance of clubs member bulletin boards.

• Serves as manager on duty as scheduled.

• Works with the Food and Beverage Department as needed to coordinate special member events.

• Surveys other clubs for information useful in setting and revising club membership policies.

• Oversees the administration of all membership rules and regulations to ensure consistency in interpretation and application; updates club rules and regulations and keeps members informed of changes.

• Manages suspension list and handles communication with dissatisfied members.

• Responsible for maintaining confidentiality of all member information.

• Is present during club operating hours and events to assist in meeting and greeting members and guests.

• Coordinates writers, editors and others who assist with the clubs newsletter.

• Coordinates, composes or edits all club magazine and newsletter articles; collects, organizes and submits all copy for production on a timely basis; proofs contents for corrections and changes; responsible for design and layout of page format and cover design.

• Establishes and creates print materials for all aspects of the club, including new member and prospective member promotional pieces, menus, athletic tournament entries and in-house signage.

• Supervises development of the clubs communications program.

• Develops and coordinates the clubs publicity efforts.

• Oversees all direct mailings, including composition, design and printing.

• May take photos for use in club publications and exhibits.

• Creates flyers, signs and promotional materials for displays and mailings.

• Works with department heads to determine web needs.

• Maintains and promotes clubs website content and usage for members and staff.

• Coordinates with Assistant Clubhouse Manager for the updates and accuracy of the calendar of events and e-mail blasts to members.

• Develops e-mail promotions and mailings with guidance from the Membership Director and other departments.

• Attends Department Head Meetings.

• Uses social media to communicate with and advertise special events to members.

• Assists General Manager in recognizing member life events; orders flowers and prepares cards and memorial donations as appropriate and requested.

• May assist members with their coats and lost items in the Membership office.

• Completes other appropriate assignments made by the General Manager, Controller, Accounting and Membership Director.

REQUIRED EXPERIENCE AND QUALIFICATIONS: The Wingspan Needed!

• Effectively responds to member comments in accordance with club standards, policies and rules; uses ideas, feedback and suggestions to continuously improve the services provided to members.
• Recruits, trains, supervises, schedules and evaluates subordinates according to established club procedures.
• Coordinates maintenance of clubs member bulletin boards.
• Serves as manager on duty as scheduled.
• Works with the Food and Beverage Department as needed to coordinate special member events.
• Surveys other clubs for information useful in setting and revising club membership policies.
• Oversees the administration of all membership rules and regulations to ensure consistency in interpretation and application; updates club rules and regulations and keeps members informed of changes.
• Manages suspension list and handles communication with dissatisfied members.
• Responsible for maintaining confidentiality of all member information.
• Is present during club operating hours and events to assist in meeting and greeting members and guests.
• Coordinates writers, editors and others who assist with the clubs newsletter.
• Coordinates, composes or edits all club magazine and newsletter articles; collects, organizes and submits all copy for production on a timely basis; proofs contents for corrections and changes; responsible for design and layout of page format and cover design.
• Establishes and creates print materials for all aspects of the club, including new member and prospective member promotional pieces, menus, athletic tournament entries and in-house signage.
• Supervises development of the clubs communications program.
• Develops and coordinates the clubs publicity efforts.
• Oversees all direct mailings, including composition, design and printing.
• May take photos for use in club publications and exhibits.
• Creates flyers, signs and promotional materials for displays and mailings.
• Works with department heads to determine web needs.
• Maintains and promotes clubs website content and usage for members and staff.
• Coordinates with Assistant Clubhouse Manager for the updates and accuracy of the calendar of events and e-mail blasts to members.
• Develops e-mail promotions and mailings with guidance from the Membership Director and other departments.
• Attends Department Head Meetings.
• Uses social media to communicate with and advertise special events to members.
• Assists General Manager in recognizing member life events; orders flowers and prepares cards and memorial donations as appropriate and requested.
• May assist members with their coats and lost items in the Membership office.
• Completes other appropriate assignments made by the General Manager, Controller, Accounting and Membership Director.
• Occasional travel may be required

PHYSICAL DEMANDS AND WORK ENVIRONMENT: Our Nest is your Nest!

• This is a largely sedentary role; however, some filing is required, which would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.
• This is a largely sedentary role
• Ability to lift up to 15 lbs

BENEFITS: The Perks of Eagle Pride!

At Vesta Property Services, we understand the importance of a well-rounded benefits program and are dedicated to providing you with unique benefits that meet your needs and the needs of your family, including your pets. We offer benefits such as medical, dental and vision, life and disability, 401K retirement plans, and additional benefits such as Health Savings Account, Flexible Spending Account and Pet Discount Plan.

In Addition, we provide support by offering free counseling sessions, legal advice sessions, professional development and an outstanding referral program- to both our Full-time and Part-time staff associates!

AAP/EEO Statement

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 characteristic protected by law.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

DRUG FREE WORKPLACE

In compliance with the Drug-Free Workplace Act of 1988, Vesta Property Services has a longstanding commitment to provide a safe, quality-oriented and productive work environment consistent with the standards of the community in which the company operates. Alcohol and drug abuse poses a threat to the health and safety of Vesta Property Services associates and to the security of the company's equipment and facilities. For these reasons, Vesta Property Services is committed to the elimination of drug and alcohol use and abuse in the workplace.

OTHER DUTIES MAY BE ASSIGNED

The above statements reflect the general information considered necessary to describe the principal functions of the job and should not be construed as a detailed description of all work requirements that may be inherent in the position. Nothing in this job description restricts managements right to assign or reassign duties and responsibilities to this job at any time.