Position Summary

The Administrative Coordinator provides day-to-day administrative support to the club management team while helping ensure smooth operations across all departments. This position is responsible for office administration, member communication, record keeping, staff support, and assisting with club operations in a professional hospitality environment.

The ideal candidate is organized, detail-oriented, personable, and able to multitask in a fast-paced private club setting.

Key Responsibilities

Office Administration

• Answer phones, emails, and general club inquiries professionally.
• Maintain organized filing systems and administrative records.
• Prepare documents, letters, reports, and internal communications.
• Assist with scheduling meetings and maintaining calendars.
• Manage office supplies and administrative inventory.
• Support department heads with administrative tasks as needed.

Member Services Support

• Assist members and guests with general inquiries.
• Help manage membership records, applications, and updates.
• Coordinate member communications including newsletters, notices, and event information.
• Support reservations, event registrations, and club functions when required.
• Maintain confidentiality of member information.
• Work closely with Membership administrator.

Accounting & Billing Support

• Assist with member billing and account inquiries.
• Help process invoices, receipts, and daily paperwork.
• Support accounts payable and receivable organization.
• Assist with payroll administration and timesheet collection.
• Ensure accurate administrative data entry.

Human Resources Support

• Assist with onboarding paperwork and employee files.
• Maintain staff records and training documentation.
• Help coordinate staff communication and scheduling support.
• Support compliance with club policies and procedures.

Operational Support

• Assist the General Manager and department leaders with projects and administrative coordination.
• Help organize tournaments, member events, meetings, and special functions.
• Maintain professionalism and a hospitality-first approach at all times.
• Support a positive team culture throughout the club.

Qualifications

• Previous administrative experience preferred
• Hospitality, golf club, or private club experience considered an asset
• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Proficient in Microsoft Office (Word, Excel, Outlook)
• Experience with club management software is an asset
• Professional appearance and customer-service mindset

Desired Attributes

• Friendly and approachable personality
• High attention to detail
• Ability to work independently and collaboratively
• Strong time management skills
• Discreet and professional with confidential information
• Adaptable in a dynamic club environment

Reporting Structure

Reports directly to the General Manager and works closely with all department heads including:

• Golf Operations
• Food & Beverage
• Membership
• Accounting
• Grounds & Maintenance

Compensation & Schedule

• Full-time / Part-time (depending on club needs)
• Weekend and occasional evening availability may be required during peak season
• Competitive compensation based on experience

Pay: From $54,000.00 per year

Benefits:

• Company events
• On-site parking
• Paid time off

Work Location: In person