This position performs highly responsible management, administrative, and complex professional support work assisting the Director in the overall administration and operation of the Coral Gables Country Club. This position plays a critical role in planning, coordinating, and implementing departmental initiatives while providing administrative, financial, and operational support across multiple divisions within the Coral Gables Country Club.
Work emphasizes assisting the Director with departmental fiscal management, including budget development and administration, accounts payable and receivable, financial reporting, procurement, records management, and operational planning. The incumbent coordinates administrative functions, monitors departmental performance, develops reports and analyses, and implements process improvements to enhance operational efficiency, customer service, and fiscal accountability.
The position exercises independent judgment in coordinating daily operations, analyzing operational and financial needs, allocating resources, resolving administrative issues, and implementing process improvements to promote efficient operations and exceptional customer service. Provides administrative and operational support across all Country Club divisions and serves as professional support during evenings, weekends, holidays, and special events as needed.
Work requires exceptional organizational, financial, and interpersonal skills, the ability to manage multiple priorities simultaneously, and the capacity to maintain effective working relationships while supporting the Director in achieving the strategic and operational goals of the Coral Gables Country Club. The position reports directly to and is supervised by the Director of the Coral Gables Country Club.
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.
Serves as the primary administrative and operational support to the Director of the Coral Gables Country Club, assisting with the planning, coordination, and execution of departmental priorities and strategic initiatives. Assists the Director in matters related to departmental fiscal, administrative, and budgetary policy.
Provides administrative, financial, and operational support across all divisions of the Coral Gables Country Club, including the Event Venue, Athletic Club, Le Parc Café, Golf and Tennis Operations.
Coordinates and monitors accounts payable and accounts receivable activities for all assigned divisions, ensuring timely processing of invoices, vendor payments, deposits, customer billing, collections, and financial documentation.
Assists the Director in developing, preparing, monitoring, and managing departmental operating budgets. Reviews expenditures, tracks revenues, reconciles accounts, prepares budget forecasts, and identifies opportunities for cost savings and operational efficiencies.
Prepares financial reports, budget analyses, revenue summaries, productivity reports, and operational metrics for the Director and executive leadership as requested.
Assists with purchasing, procurement, contract administration, vendor coordination, inventory management, and the processing of purchase orders in accordance with City policies and procedures.
Develops, implements, and maintains administrative procedures that improve operational efficiency, internal controls, documentation, and record management across all divisions.
Assists in developing, implementing, and monitoring departmental policies, procedures, and operational initiatives while ensuring compliance with City policies, financial regulations, and Florida records retention requirements.
Coordinates interdepartmental communication and serves as a liaison between the Country Club divisions, City departments, vendors, contractors, members, and the public.
Supervises assigned administrative support staff and temporary personnel, including training and coaching as necessary.
Assists with employee onboarding, training, payroll coordination, and administrative support functions for multiple operating divisions.
Provides administrative support for special events, tournaments, community programs, meetings, and other Country Club functions as assigned.
Oversees and maintains departmental records, files, contracts, permits, licenses, and other confidential documents, ensuring accuracy and compliance.
Reviews applications, contracts, invoices, reports, correspondence, and other documents for completeness and accuracy prior to submission.
As requested by the Director, develops and analyzes statistical and productivity reports, and makes recommendations to the Director for streamlining operations.
Assists the Director implement and monitor new initiatives; establishes benchmarks to measure the efficiency of departmental procedures and allocates resources as needed.
Responds to customer inquiries, member concerns, vendor requests, and operational issues, ensuring timely resolution and exceptional customer service.
Coordinates departmental and city board meetings, prepares agendas, records meeting minutes, and follows up on assigned action items.
Exercises sound independent judgment while maintaining confidentiality regarding personnel, financial, contractual, and operational matters.
Provides support and operational coverage during evenings, weekends, holidays, and special events as required to ensure continuity of operations across all Country Club divisions. Will serve as supervisor on duty when needed.
Will assume facility roles including, special events, venue rentals, facility opening and closings, and Athletic Club operations as needed.
Performs other related duties as assigned.
