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Undergraduate college degree with a business major or minor.
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Experience as administrative assistant.
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Two to three years of club or hospitality industry experience.
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Experience with HRIS platforms; familiarity with Paycom preferred.
- Experience managing an applicant tracking system (ATS) preferred.
- Prior exposure to HR administration, onboarding, or employee relations a plus.
Job Knowledge, Core Competencies and Expectations
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Anticipate needs and wants of managers by being prepared and organized while acting with a sense of urgency.
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Must demonstrate appropriate analytical skills, attention to detail, organizational and project management skills.
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Working knowledge of HR policies, employee handbook guidelines, and general employment practices; ability to address routine questions and escalate appropriately.
- Ability to handle sensitive employee information with strict confidentiality and professionalism.
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Must have superior interpersonal skills as well as excellent ability to communicate orally and in writing.
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Knowledge of and ability to perform required role in emergency situations.
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Must have weekend availability- typically this role will be scheduled Tuesday-Saturday
Job Summary (Essential Functions)
Provide administrative support services to the Board of Directors, General Manager, and other staff members. Perform general office tasks and supervise office staff. Assist with human resources functions including employee onboarding, HR recordkeeping, and serving as a first point of contact for routine employee inquiries regarding policies, benefits, and pay — coordinating with department heads and escalating matters to leadership or payroll as appropriate.
Job Tasks/Duties
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Prepares notices, agendas, and other materials for Executive Committee and Board of Directors meetings; attends meetings with the General Manager, Board of Directors, Executive Committee, and club staff; records, transcribes, and distributes minutes; maintains official minutes of all board committees.
- Performs general office tasks including word processing, correspondence, and document preparation to support the General Manager and department heads.
- Assists in the preparation of PowerPoint presentations for General Manager meetings; supports computer-design tasks related to menus, invitations, announcements, signs, and other club materials.
- Assists with development of club newsletters, publications, and mailings about club events and functions.
- Answers telephones and receives and screens visitors; acts as receptionist as needed; assists with member inquiries and provides information about membership, special functions, and club events.
- Acts as a club concierge for members and cottage guests, assisting with inquiries, requests, and information to ensure a welcoming and seamless experience.
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Schedules General Manager appointments and conferences; takes reservations for club outlets and events as necessary.
- Purchases and inventories office supplies and forms; monitors office equipment maintenance contracts; tracks postage machine meter levels; maintains a neat and orderly office environment.
- Receives and logs deliveries from FedEx, UPS, and other carriers; maintains lost and found items.
- Purchases vehicle license plates and manages vehicle inspection schedules.
- Provides assistance and training to managers on email, internet, and general computer applications.
- Serves as an initial point of contact for employee questions related to the employee handbook, workplace policies, benefits, and payroll matters; escalates unresolved issues to the appropriate department head or payroll as needed.
- Coordinates new hire onboarding and orientation in partnership with department heads and hiring managers, including preparation of onboarding materials, Paycom setup, and I-9/new hire documentation.
- Manages day-to-day use of the applicant tracking system (ATS) in support of active recruitment; coordinates candidate communications and interview scheduling with hiring managers.
- Maintains accurate employee records within Paycom, including personnel updates, documentation, and reporting as needed.
- Supports additional HR-related administrative tasks as directed, including benefits enrollment assistance and employee file maintenance.
- Performs other ad hoc duties as assigned by the General Manager.
Physical Demands and Work Environment
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Must be able to reach, bend, stoop, stand and lift up to 40 pounds.
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Must be able to sit for prolonged periods of time.
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Moderate noise level in the work environment.
Equal Employment Opportunity Statement
Oakwood Country Club is an Equal Opportunity Employer. We are committed to providing a workplace free from discrimination and harassment. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable federal, state, or local law.
At-Will Employment Statement
Employment with Oakwood Country Club is at will. This means that either the employee or the Club may terminate the employment relationship at any time, with or without cause or notice, subject to applicable law. Nothing in this job description or related materials creates a contract of employment.
Job Description Disclaimer
This job description is intended to describe the general nature and level of work performed by the individual in this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Management reserves the right to modify, add, or remove duties as necessary to meet business needs.
