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