Glen Eagle Golf & Country Club is looking for a friendly and professional Administrative Assistant to join our team! This role is ideal for someone who takes pride in providing exceptional member service, staying organized, and supporting daily club operations. You’ll be one of the welcoming faces of the club, helping members and guests with professionalism, warmth, and efficiency. If you’re detail-oriented, service-minded, and enjoy working in a team-oriented country club environment, we’d love to meet you!
Glen Eagle Golf & Country Club
Job Description – Administrative Assistant
Reports To: Director of Membership Services
FLSA Classification: Non-Exempt
Supervisory Responsibilities: None
Education and Experience
High school diploma or equivalent required. Prior administrative or hospitality industry experience preferred.
Job Knowledge, Core Competencies and Expectations
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Anticipates the needs of management by maintaining organization, preparedness, and a strong sense of urgency.
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Demonstrates strong analytical ability, attention to detail, and effective organizational and project-management skills.
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Possesses excellent interpersonal, verbal, and written communication skills.
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Maintains awareness of emergency procedures and performs assigned roles during emergency situations.
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Represents the Club in a professional manner while maintaining regular and punctual attendance.
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Flexibility to work additional hours as assigned or required.
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Jonas software knowledge preferred.
Job Summary
Serves as the primary point of contact for members, guests, and tenants entering the administrative office. Provides administrative support, answers incoming calls, performs clerical duties, and assists various departments to ensure efficient Club operations.
Essential Duties and Responsibilities
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Manages the main Administration phone line by providing information and directing calls appropriately.
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Assists members, tenants, and guests with general inquiries and account-related questions.
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Collects member payments and issues receipts when requested.
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Receives, organizes, and distributes incoming and outgoing mail and packages.
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Maintains postage funds, orders office supplies, and ensures the supply room remains organized.
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Maintains and updates Club forms and administrative documents.
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Updates and maintains contact lists for management companies, Eagle employees, and Association Officers.
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Performs general clerical duties including filing, copying, scanning, and drafting correspondence.
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Assists members and guests with copying, scanning, and printing boarding passes.
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Manages distribution and record-keeping of gate access barcodes.
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Processes tenant registrations and obtain approvals from property management companies.
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Prepares and sends letters of approval to new tenants.
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Coordinates check-in procedures for seasonal and annual tenants, including welcome packets, gate barcodes, and fitness registration information.
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Prepare weekend open house lists.
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Assists members and tenants with registration on the Glen Eagle website.
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Updates member and tenant information in Jonas as needed.
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Maintains member bulletin boards by removing outdated postings.
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Processes family guest passes upon request.
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Maintains Club social media platforms with updated content.
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Provides Golf Shop and Accounting Department with tenant golf information.
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Supports the Director of Membership Services with annual mailings and roster updates.
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Assists with annual contact updates in Jonas related to lease renewals for tenants, owners, and management companies.
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Acts as liaison support for brokers and prospective buyers by providing membership information when requested.
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Completes special projects and committee assignments as directed.
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Serves as backup to the Director of Membership Services during absences.
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Provides administrative support to the Assistant Controller and Controller as requested.
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Performs additional duties as assigned by the General Manager or Senior Management.
Licenses and Special Requirements
None required.
Physical Demands and Work Environment
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Ability to reach, bend, stoop, stand, and lift up to 40 pounds.
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Ability to sit for extended periods.
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Work environment includes moderate noise levels.
Disclaimer
This job description is not intended to be an exhaustive list of all responsibilities, duties, or skills required. Employees may be assigned additional tasks as needed by Glen Eagle Golf & Country Club (GEGCC). The employee must be able to perform the essential functions of the position satisfactorily. Reasonable accommodation may be provided to qualified individuals with disabilities unless doing so would impose an undue hardship on GEGCC. GEGCC reserves the right to revise this job description at any time. Nothing in this document alters the at-will employment relationship between the employee and GEGCC.
