FUNCTION: Assist with activities and reservations for the Owner Services Department. Also provides administrative support to department manager, and amenity managers as needed. Ensures that all support and service is conducted and fulfilled in a manner consistent with the ONE BRAYS Leadership Credo.
DUTIES & RESPONSIBILITIES:
- Answers multiline phone system and transfers calls to appropriate individual or takes and delivers messages.
- Assists with member reservations and prepares confirmations for activities to the proper amenity manager when instructed.
- Schedules special events to include program and reservation requirements and coordinates with other departments as directed.
- Processes the mail and delivers A/R checks for the administrative department.
- Manages conference room schedule and provides necessary set-up and takedown for all meetings.
- Capable of working extended hours to include evenings, weekends and holidays as necessary to facilitate owner events.
- Types and composes correspondence and responds to telephone calls as needed.
- Assists in development and implementation of Kids Camp activities.
- Assists in having the UPS or Federal Express mail packages sent out in a timely manner.
- Creates activities flyers for distribution and posting.
- Maintains plantation Social & Web Calendar.
- Assists with the publication of the Brays Island Plantation newsletter.
- Maintains and is responsible for supply ordering for the Owner Services Department.
- Ensures website is maintained and accurately updated on a daily basis.
- Acts as switchboard operator on a rotational basis.
- Maintains plantation files and historical data.
- Provides exceptional customer service to owners, guests and internal and external partners.
- Other administrative duties as assigned.
PHYSICAL REQUIREMENTS:
- Must be able to drive a car and possess a valid driver’s license. Must be able to transport oneself not only to the office, but also around the plantation.
- Must be able to speak English in a clear and understandable voice so that various types of communications may be conducted with people of various levels of education and capabilities.
- Position involves sitting, standing and/or movement throughout the day.
- Duties of maintaining files, records and mail will involve stooping, bending, lifting, grasping, pushing and pulling or otherwise moving objects as much as 50 lbs. This type of activity may occur several times throughout the day.
- Must be physically and intellectually capable of operating a personal computer, printer, facsimile machine, telephone, postage equipment, typewriter, and various other routine business items.
ENVIRONMENTAL REQUIREMENTS:
- Must be able to work on more than one assignment at a time with interruptions, changes and delays while meeting daily deadlines. Must be able to remain focused and work effectively, efficiently and cheerfully under such circumstances.
- Must be able to work effectively and cheerfully in an environment, which may be stressful due to adversarial situations resulting from the proper performance of duties.
MINIMUM QUALIFICATIONS:
Education: High school graduate.
Knowledge: Computer knowledge with Microsoft Word, Excel, Access and a page layout program (i.e. Publisher) necessary.
Skills: Highly effective interpersonal skills, problem solving abilities and advanced written and oral communication skills a plus. Minimum of 30 wpm typing skills. CPR certification and/or must be able to obtain CPR certification within 6 months of hire. Notary certification and/or must be able to obtain a notary certification within 6 months of hire.
Experience: 2-4 years customer service experience in a fast-paced environment a must.
Personality: Must be able to effectively interact with all types of individuals, be mentally alert, detail oriented with good reasoning skills.
This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job when circumstances change; e.g., emergencies, rush jobs, changes in personnel, workload, technological developments, etc.