Golf Course Administrative Assistant

The Administrative Assistant reports directly to the Head Golf Course Superintendent and provides administrative, clerical and office management support for the golf course maintenance operation.
The Administrative Assistant is a highly organized individual that will properly communicate any needs or problems relating to the operation to the Head Golf Course Superintendent on a frequent basis.
The Administrative Assistant places customer service and safety as top priorities and is responsible for maintaining a clean office area.
This is a full-time position with a minimum of 37 working hours per week.
Essential Duties and Responsibilities The following statements describe the principal functions of this position and its scope of responsibility, but should not be considered an all-inclusive listing of work requirements.
Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance workload.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The Administrative Assistant assists the Head Golf Course Superintendent accordingly through the completion of: Answering and directing of all incoming calls, greets and directs all visitors, distributes incoming mail and oversees outgoing mail and shipping operations and services.
Prepares account recaps on a monthly basis, processes all purchases, orders, invoices and related documents for payment through the use of Timberscan accounting software.
Manages the hiring and termination documentation for all new and existing employees.
Manages the weekly payroll through the use of Paycom ensuring all hours are correct and accounted for including regular and overtime hours, personal time, vacation time, holiday pay and other hours on a weekly basis.
Maintains employee attendance sheets tracking all excused and non-excused absences including call-ins, bereavement, jury duty, personal and vacation time.
Schedules and tracks probationary and annual performance evaluations for the golf course maintenance staff providing monthly updates to management to ensure evaluations are kept up to date.
Manages the golf course maintenance operation’s supplies including office, janitorial and first aid.
Manages the accounting of fuel usage on a daily basis through handwritten documentation and through fuel software program.
Creates and submits monthly usage reports for all departments.
Coordinates with vendor on delivery, inventory and accounting of all fuel.
Assists the Head Golf Course Superintendent with the upkeep of all SDS sheets as required by law.
Conducts and documents post-accident investigations with the Assistant Golf Course Superintendent and Head Golf Course Superintendent for the submission to the company Safety Officer.
Represents the department on the company safety committee Coordinates the monthly event calendars for distribution to the golf course maintenance and golf shop staff.
Communicates daily with Director of Community Maintenance Operations, Head Golf Course Superintendent, Assistant Superintendent, Equipment Managers, golf maintenance staff, golf shop personnel and other employees within the company.
Ability to recognize and reflect sensitivity with confidential information pertaining to all aspects of the position.
Other tasks as specified verbally or in writing by the Head Golf Course Superintendent.
Qualifications (Education, Experience, Technical Skills) Education and Experience: High School Diploma or equivalent required; three to five years related experience and/or training; or equivalent combination of education and experience Strong customer service experience required Ability to read, write and understand English with strong written and verbal communication skills Bi-lingual helpful Skills and Knowledge: Ability to plan, organize, direct, coordinate, implement and oversee projects and personnel Multi-tasking Computer skills and knowledge of relevant software Knowledge of operation of standard office equipment Good writing, analytical and problem solving skills Ability to communicate effectively and follow oral and written instruction Ability to work well either alone or as part of a team Critical analysis, conflict resolution and negotiation skills Planning record keeping and organizing skills with strong attention to detail and accuracy Commitment to diversity, equity and inclusion Personal Attributes: Strong interpersonal skills Honesty and integrity Team builder and team player Self-motivated Strong work ethic Colen Built Development provides equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law.
In addition, Colen Built Development will provide reasonable accommodations for qualified individuals with disabilities.
Drug free work place.