Summary of Functions
The Office Administrative Coordinator is a key member of the Club’s administrative team, responsible for supporting the efficient operation of the Club’s business office while providing high-level administrative support to the General Manager and leadership team. This position serves as a central resource for human resources administration, accounting support, payroll coordination, records management, and general office operations.
The successful candidate will be highly organized, discreet, service-oriented, and comfortable working with confidential team member, member, and financial information. A strong background in human resources and/or accounting is highly preferred. The position requires the ability to balance detailed administrative work with the relationship-driven service expectations of a premier golf and country club environment.
Essential Duties and Responsibilities
Office & Administrative Management
- Manage the day-to-day administrative functions of the Club's administrative office, ensuring organized, efficient, and professional operations.
- Receives, appropriately greets, and transfers all incoming calls in a polite, expedient, and accurate manner.
- Provide administrative support to the General Manager and other members of the leadership team.
- Recognize matters requiring escalation to the General Manager, HR, accounting, legal, or other appropriate resources.
- Exercise sound judgment when handling sensitive team member, member, financial, or organizational matters.
- Manage calendars, meetings, correspondence, documents, reports, and other administrative projects as assigned.
- Coordinate leadership meetings, including preparation of agendas, supporting materials, meeting minutes, and follow-up items when requested.
- Maintain organized electronic and physical filing systems in accordance with organizational policies and applicable record-retention requirements.
- Coordinate office supplies, administrative resources, equipment, and vendor relationships.
- Serve as a central administrative resource for department leaders and team members.
- Identify opportunities to streamline administrative processes, improve documentation, and increase organizational efficiency.
- Ensures compliance with the Kalispel Tribe of Indians internal controls and policies and procedures.
Member & Club Support
- Provide professional and responsive service to Club members, team members, vendors, guests, and business partners.
- Assist with member correspondence, administrative questions, and account documentation as appropriate.
ADMINISTRATIVE COORDINATOR ADMINISTRATION
- Support membership administration and maintenance of accurate membership records as assigned.
- Assist with communications, special projects, meetings, and events.
- Maintain awareness of Club activities, programs, policies, and services to effectively support members and team members.
- Demonstrate the discretion and professionalism expected when working within a private club environment.
Accounting & Financial Administration
- Provide administrative accounting support as assigned, which may include accounts payable, accounts receivable, invoice processing, purchasing documentation, deposits, reconciliations, and financial recordkeeping.
- Review invoices and supporting documentation for appropriate approvals and coding prior to processing.
- Assist with vendor account administration and resolution of routine billing discrepancies.
- Assist with monthly audits and reporting.
- Maintain organized financial documentation and records.
- Assist with the KGCC Recycler, including daily cash deposit recordings, errors, send in money orders/ keep up with cash levels.
- Assist with member account administration, ticket disputes, and coordination of account questions as appropriate.
- Assist in processing manual Club Member account payments to maintain separation of processing duties with the Financial Coordinator.
- Assist department managers with routine financial reports, budget documentation, and expense tracking.
- Immediately communicate material discrepancies or unusual financial activity to the appropriate manager.
Human Resources and Payroll Coordination
Working in partnership with the General Manager and appropriate organizational KTEA HR and/or Payroll resources:
- Coordinate employee onboarding and offboarding processes, ensuring required documentation and administrative steps are completed and submitted accurately and timely.
- Acts as a central hub for all KGCC departments in submitting employee status changes, compensation changes, transfers, promotions, and other personnel documentation.
- Assist with recruitment administration, including job postings, applicant coordination, interview scheduling, offer documentation, and pre-employment requirements.
- Assist employees and managers with routine questions regarding policies, payroll, benefits, timekeeping, and administrative procedures, escalating matters when appropriate.
- May be asked to track required licenses, certifications, training, performance evaluations, and other employment documentation.
- Coordinate employee onboarding and offboarding processes, ensuring required documentation and administrative steps are completed and submitted to KTEA HR accurately and timely.
- Support employee engagement, recognition, communication, and Club culture initiatives.
- Maintain confidentiality and appropriately handle sensitive employee and employment-related information.
- Assist in maintaining HR practices and documentation consistent with KTEA HR process and policies.
- Assist and support leadership in usage and processes within the organization’s Work Force Management system.
- Work with department managers to resolve missing punches, approvals, coding issues, and other payroll discrepancies.
- Coordinate payroll-related employee changes and documentation.
- Assist employees with routine payroll and timekeeping questions.
Supervisory Responsibilities
- This role has no full-time direct supervisory duties, but may be assigned to oversee and/or direct seasonal or temporary team members if needed
Education
- High school diploma or equivalent required.
- Associate’s or Bachelor's degree in Business Administration, Human Resources, Hospitality Management, or related field, or equivalent combination of experience and education, preferred.
Experience
- Minimum of 5 years of progressive administrative, office management, human resources, accounting, payroll, or related professional experience.
- Demonstrated experience handling confidential team member, financial, or organizational information.
- Experience in private club, golf, or high-service hospitality environment required.
Skills & Abilities
- Strong organizational skills with exceptional attention to detail and follow-through.
- Proficiency with Microsoft Office applications, particularly Outlook, Word, and Excel.
- Experience with WFM, payroll, accounting, point-of-sale, or club management software.
- Ability to manage multiple priorities, deadlines, and projects simultaneously.
- Strong written and verbal communication skills.
- Demonstrated professionalism, discretion, and sound judgment.
- Ability to work independently while collaborating effectively across departments
Other Requirements
- Ability to obtain and maintain Choose an item.
- Ability to work nights, weekends, and holidays when required by business needs
- Ability to maintain consistent, regular attendance
- Valid driver’s license and meet insurability requirements if operating a Tribal vehicle
Physical Demands
The physical demands described below are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made in accordance with applicable law.
- Ability to sit or stand for extended periods and perform routine office functions.
- Ability to occasionally lift and carry office materials weighing up to approximately 25 pounds.
- Regular interaction with team members, members, vendors, and Club leadership.
- May require bending, reaching, or maneuvering in confined or high-traffic service areas.
- Requires close vision and the ability to adjust focus in a fast-paced environment.
Work Environment
The work environment characteristics described below are representative of those encountered while performing the essential functions of this position.
- Work is primarily performed in a professional office setting with regular computer and telephone use.
- The position requires regular interaction with guests, team members, and the public.
- May occasionally be required to work outside normal business hours based on Club operations, meetings, events, or seasonal needs.
- Work may be performed outdoors and may include exposure to varying weather conditions.
Travel Requirements
Infrequent travel is required. Travel may include local travel between enterprise sites and limited out-of-state travel for training, conferences, meetings, or other business needs.
Hiring Preference
The Kalispel Tribe of Indians is an Equal opportunity employer. Consistent with federal law, the Kalispel Tribe of Indians applies Indian preference in employment. It is the policy of the Kalispel Tribe of Indians to give preference in hiring, promotions, and transfers into vacant positions to qualified applicants in the following order: 1) Kalispel Tribal Members; 2) Spouses of an enrolled Kalispel Tribal Member; 3) enrolled members of other Indian Tribes; 4) all other applicants.
General Sign-off & Disclaimers
The employee is expected to adhere to all company policies.
At-Will Employment: Employment with the Kalispel Tribe of Indians is at-will and can be terminated with or without cause, and with or without notice, at any time, either at the option of the employee or the Kalispel Tribe of Indians.
Drug Testing: The Kalispel Tribe of Indians is a drug free workplace. All applicants are subject to drug testing at the time of hire and at unannounced times during employment.
Background Investigation: All candidates and employees may be subject to a background investigation.
The duties and responsibilities described in this job description are intended to represent the general nature and level of work performed. They are not intended to be an exhaustive list of all responsibilities, duties, or skills required.
Responsibilities may be modified, expanded, or reassigned based on business needs, organizational changes, regulatory requirements, or direction from leadership.
This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.
I have read and understand this explanation and job description.
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
