As the Administrative Assistant at The Golf Club at Newcastle, you will greet visitors and manage callers; determining the nature of business to direct callers to the proper destination. You will schedule/coordinate meetings and provide general administrative assistance on a day-to-day basis by performing the duties listed below. It is also important that the person in this position always exhibits a professional appearance and conducts themself in a businesslike manner.

QUALIFICATIONS, EDUCATION AND/OR EXPERIENCE:

• Excellent organizational and analytical skills
• Able to work well in a fast-paced environment and balance multiple priorities and assignments
• Must be highly customer oriented
• Excellent written and verbal communication skills
• Associate’s degree (A.A.) or equivalent from a two-year college
• Banking, retail, or accounting experience, desired
• Accomplished computer skills in Microsoft Word and Excel.
• Ability to perform cash counting and determine appropriate overages/shortages.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Answer multi-line phone and greet callers in a professional manner. Obtain the caller’s name, name of business, and brief nature of the call. Route calls to the recipient and/or take complete and accurate messages. Use judgment in determining how a call should be screened in accordance with each department’s preference for handling incoming calls.
• Maintain phone system, deleting, assigning, and reassigning voice mailboxes. Keeping track of system set-up (main directory, updating main system greeting, etc.). Be responsible for writing and changing the “Golf on Hold” on a monthly basis.
• Maintain membership files. Send out orientation packets to new members.
• Control office supplies. Order and replace supplies when needed. Includes office supplies, postage, etc.
• Govern the office operations and systems, including (but not limited to) security information, copy machine upkeep, etc.
• Order all printed material (letterhead, business cards, etc.)
• Take banquet inquiries from potential customers.
• Process contracts: Room rental agreements, tournament agreements, and catering contracts with all details.
• Send out information packets for golf and banquets.
• Input Accounts Payable for the accounting department.
• Update monthly calendar
• Process of Catering invoices and refunds.
• Show banquet room when necessary.
• Weekly distribution of kitchen function sheets
• Code all office invoices (A/P)
• Produce desktop publishing that is done in-house for catering & Golf and proofread any printed material that is done in or out of house, i.e. mailing newsletters, flyers, and brochures.
• Responsible for report or letter writing of any nature upon request of the General Manager.
• Process food and beverage inventory on a monthly basis.
• Filing for accounting & catering department.
• Administer new employee orientation, assuring that managers have completed all appropriate paperwork.
• Special projects as directed by the General Manager, Director of Catering, Superintendent, or Head Golf Professional.

The work environment characteristics described here are representative of those a team member encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this position, the team member must:

• Lift, reach, bend, twist, push, pull, squat, grasp, and use arm-hand coordination on a consistent basis
• Have the ability to lift up to 50 pounds occasionall