Sankaty Head Golf ClubJob Description: Office Administrator
Reports to: Controller
Education and/or Experience
· High School diploma or equivalent (GED). Associate’s degree in Accounting, Finance, Business or related field preferred or equivalent work experience.
· Must have PC computer skills in Windows.
Job Knowledge, Core Competencies and Expectations
- Able to handle a fast-paced environment including strong attention to detail.
- Ability to process Accounts Receivables and Account Payables invoices.
- Excellent organizational ability and multitasking skills.
- Strong Interpersonal skills when dealing with members, guests & employees.
· Ability to operate computer and other general office equipment.
Job Summary (Essential Functions)
Sankaty Head Golf Club is seeking a highly organized, personable, and proactive Office Administrator to join our team. This position plays an important role in supporting the day-to-day operations of the Club and serves as a resource for members, employees, and the management team.
The Office Administrator will provide a broad range of administrative support, with significant involvement in employee onboarding, IT maintenance, mail organization, and general office operations. The ideal candidate is detail-oriented, comfortable with technology, and able to manage multiple priorities while providing a welcoming and professional experience to everyone who interacts with the Club.
This is a hands-on position well suited for someone who enjoys variety, takes initiative, and thrives in a busy, team-oriented environment.
Job Tasks/Duties
· Manage day-to-day front office operations, including greeting members, guests, employees, and vendors in a welcoming and professional manner.
· Answer and direct incoming phone calls and respond to general inquiries.
· Provide general administrative support to the General Manager and management team, including preparing correspondence, documents, reports, spreadsheets, and other materials.
· Assist with scheduling meetings, appointments, and Club-related activities.
· Maintain organized electronic and physical files and records.
· Assist with data entry and maintenance of member, employee, and operational information.
· Monitor office supplies and assist with ordering and inventory as needed.
· Provide administrative support for special projects and Club initiatives throughout the year.
· Play an active role in the onboarding of new and returning employees, helping ensure a welcoming and organized start to their employment at Sankaty.
· Assist with the collection, organization, and tracking of required onboarding documentation and employment paperwork.
· Prepare onboarding materials, employee information, orientation documents, and other resources.
· Coordinate with department managers to ensure employees receive necessary information, materials, and access prior to or upon arrival.
· Assist with employee communications and administrative needs throughout the season.
· Help maintain accurate and organized employee records and onboarding checklists.
· Provide administrative support to the Controller with day-to-day accounting functions, including accounts payable and accounts receivable.
· Assist with processing and organizing vendor invoices, obtaining necessary approvals, and maintaining supporting documentation.
· Assist with member account receivables, payment tracking, and account follow-up as directed by the Controller.
· Help maintain organized financial records, invoices, statements, and other accounting documentation.
· Assist with data entry, filing, reconciliations, and other accounting-related administrative tasks as needed.
· Communicate with vendors, members, and department managers regarding routine billing or payment questions, working closely with the Controller to ensure timely follow-up.
· Maintain appropriate confidentiality when handling member, employee, vendor, and financial information.
· Assist with the ongoing upkeep of the Club's website, including updating event information, announcements, calendars, documents, and other member-facing content.
· Support the preparation and distribution of member email blasts and Club communications, including formatting content, proofreading, scheduling, and maintaining distribution lists.
· Work with Club management and department heads to ensure information shared with members is timely, accurate, and consistent.
· Assist with posting and maintaining Club information across applicable digital platforms.
· Proofread communications and help maintain consistency in the Club's messaging and presentation.
· Coordinate the receipt, sorting, organization, and distribution of incoming mail and packages.
· Prepare outgoing mailings, including member correspondence, notices, invoices, and other Club communications.
· Maintain an organized system for mail requiring follow-up or distribution to specific departments.
· Spearhead larger seasonal or membership mailings as needed.
· Serve as a helpful and knowledgeable point of contact for members, guests, employees, and vendors.
· Respond to questions and requests in a timely, courteous, and professional manner.
· Assist members with general Club information and direct more specific inquiries to the appropriate department.
· Maintain a professional and welcoming office environment reflective of Sankaty Head Golf Club's commitment to exceptional service.
Physical Demands and Work Environment
· Previous experience in an administrative, office management, hospitality, club, or customer service role preferred.
· Strong organizational skills and exceptional attention to detail.
· Ability to manage multiple projects and priorities in a fast-paced and seasonal environment.
· Strong written and verbal communication skills.
· Proficiency with Microsoft Office, including Word, Excel, and Outlook.
· Comfort working with websites, email communication platforms, databases, and other technology; experience with club management software is a plus.
· Experience assisting with employee onboarding, HR administration, or personnel records is preferred.
· Strong proofreading and written communication skills.
· Ability to handle confidential employee, member, and Club information with professionalism and discretion.
· Friendly, approachable, and service-oriented demeanor.
· Ability to work independently while also collaborating effectively with multiple departments.
· Willingness to learn new systems and take on a variety of responsibilities as Club needs evolve.
Physical Demands and Work Environment
- Must be able to reach, bend, stoop, stand, and lift up to 40 pounds.
- Must be able to sit for prolonged periods of time.
- Moderate noise level in the work environment.
Pay: $50,000.00 - $60,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Health insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Vision insurance
Work Location: In person
