WH Admin Office Manager

PORT MADISON ENTERPRISES

WHITE HORSE GOLF CLUB

Admin- Office Manager

General Position Summary:

Performs complex clerical and support work involving independent judgment, requiring accuracy and efficiency. Assists the golf course management team in meeting goals and deadlines by preparing accurate documents.

Essential Functions/Major Responsibilities:

• Prepares written correspondence for General Manager
• Reviews employee electronic timecards, makes edits as allowable per the Payroll Policies and Procedures and insures all documents are prepared for management approval per established deadlines
• Reconciles monthly annual golf membership charges, and accounts staying in compliance with PME policies and procedures
• Maintains records in compliance with PME/State/Federal policies and regulations
• Maintains confidentiality both in terms of written material and all oral information
• Responsible for maintaining the division's filing system
• Orders office supplies for all departments at White Horse while complying with company requisition order process as detailed in the Purchasing Policies and Procedures
• Prepares mailouts of brochures, follow-up notes, etc. to further cultivate guests and encourage repeat visits
• Functions in a positive public and employee relations capacity
• Performs weekly visits to PME for facility cash, and change needs in order to maintain efficient operations throughout White Horse Golf Club
• Assists with routine personnel file audits and other projects
• Streamlines processes to insure the golf course is meeting accounting deadlines
• Understands and upholds all PME Policies as set forth in the Employee Handbook
• Ability to learn and use the Point of Sale System as a point of reference for providing assistance
• Promotes positive customer relations, in person, on the phone and through correspondence

Secondary Functions:

• Provide support services to management staff, as needed
• Serve as back-up Pro Shop Clerk when requested
• Maintains bulletin boards for both internal and external customers
• Works with the HR Department to insure accurate and timely information is disseminated to employees
• Assist during departmental functions (i.e. employee meetings, seasonal events, etc.)
• Maintains accurate and updated correspondence with Annual membership, Men's club and Ladies club through bi-monthly emails with input and direction from the General Manager
• Other duties as assigned

Specific Job Skills:

• Ability to type 55 word per minute with no errors
• Computer literate, knowledge of word processing, spreadsheets, database management
• Ability to operate office machines, i.e., telephones, copy and adding machines, etc.
• Excellent verbal and written communication skills
• Accurate and timely handling of assigned tasks
• Ability to complete complicated tasks with minimum of supervision or direction
• Ability to work with people, to handle stressful situations and make good decisions
• Ability to handle multiple tasks

Education and/or Experience:

High School diploma or GED required. Previous office or business training preferred. 1-2 years of office experience preferred

Job Conditions:

Working conditions include working in an office setting with a computer, telephone, fax and other office equipment. Other conditions may include working in a busy front office area with frequent interruptions and some evenings. May have access to other then the administrative offices as needed to perform duties and assigned by supervisor. Must be able to work evenings, weekends and holidays based on the needs of the business and seasonality.

Physical Requirements:

Manual and finger dexterity for operation of computers and other office equipment. Sitting for extended periods of time. May be required to lift 25 lbs