Morefar Golf Course is a private, invitation-only golf club known for its exclusive setting, exceptional course conditions, and personalized service. It is an incredible time to join Morefar, as the club is embarking on a full course and facilities renovation designed to bring the property to the highest level. The Administrative Assistant supports the General Manager with club operations by providing high-level administrative support in addition to coordinating select residential logistics in Florida and Vermont properties.
Position overview
The Administrative Assistant plays a central role in the smooth running of the staff and member experience at Morefar. This role delivers efficient administrative, clerical, and customer service functions while ensuring accurate record-keeping and a welcoming, professional environment for members, guests, staff, and vendors. The position also coordinates key administrative and logistical support for residences in Florida and Vermont, working closely with house managers to ensure seamless preparation, service, and follow-through for ownership and guests.
Key duties and responsibilities
- Office Operations
- Maintain an organized, welcoming office environment; greet members and visitors with professionalism.
- Answer, screen, and route phone calls and emails; manage the general inbox and forward messages to appropriate staff.
- Schedule and coordinate meetings, events, and course reservations; maintain the events calendar.
- Prepare correspondence, reports, memos, and internal communications as needed by the General Manager and department heads.
- Maintain efficient filing and record-keeping systems (digital and physical), ensuring easy retrieval and compliance with privacy standards.
- Membership and Communications
- Maintain membership database; process new applications, renewals, amendments, and cancellations.
- Update member profiles, contact information, billing status, and correspondence preferences.
- Assist with member communications, newsletters, announcements, and notices (email, mail, and posted notices).
- Finance and Administration
- Process payments, refunds, and deposits; assist with cash handling and daily banking procedures (as applicable).
- Assist with payroll and vendor payments using the club’s accounting software (Workday), under supervision.
- Generate basic financial reports (revenue, memberships, events) as requested by management.
- Manage office supplies and equipment; place orders, track inventory, and coordinate maintenance or repairs.
- Event and Facilities Support
- Assist in planning, coordinating, and executing golf events, tournaments, member events, and outside groups’ bookings.
- Prepare event materials (name badges, scorecards, programs) and coordinate with course staff, food and beverage team, pro shop, and outside vendors as needed.
- Monitor upcoming bookings and resolve conflicts.
- Human Resources Support
- Assist with onboarding of new hires, including documentation, access credentials, and orientation logistics.
- Maintain personnel records and ensure compliance with club policies and regulatory requirements.
- Coordinate training schedules and staff communications.
- IT and Security Support
- Provide basic user support for office tech, POS systems, and peripherals; liaise with external IT support as needed.
- Ensure security procedures are followed; manage keys, access codes, and sign-in logs for visitors.
- Compliance and Risk Management
- Ensure adherence to data protection, privacy, health and safety policies, and club rules.
- Assist with incident reporting and documentation as required.
- Residential Coordination – Florida (Ocean Reef) and Vermont (Stowe)
- Serve as main administrative liaison between the General Manager, ownership, and house managers for the residences at both properties.
- Assist house managers with scheduling and tracking vendors and services (e.g., housekeeping, landscaping, repairs, seasonal maintenance), ensuring clear communication and documentation.
- Maintain residence-related files, including vendor contact lists, service agreements, warranties, maintenance logs, and seasonal checklists.
- Coordinate travel and stay details for ownership and guests (arrival/departure information, welcome notes, basic itineraries), in partnership with house managers.
- Support inventory tracking and ordering for household supplies and guest amenities, aligned with established standards and budgets.
- Assist with planning and simple coordination of small events, gatherings, or special stays at the residences, including timelines and communication with local providers.
- Miscellaneous
- Perform other duties as assigned by the General Manager or department heads to support club operations.
Qualifications
- Education: High school diploma or equivalent; associate degree or equivalent in business administration, hospitality, or a related field preferred but not required.
- Experience: Prior administrative or office experience, ideally in a club, hospitality, or golf environment.
- Familiarity with golf club operations and terminology.
- Experience using membership databases and event management tools.
- Basic graphic design or marketing skills for club communications.
- Skills and Attributes:
- Excellent written and verbal communication.
- Strong organizational and time-management abilities; ability to multitask and prioritize.
- Proficiency with office software (Microsoft Office), and familiarity with club management or accounting software (e.g., Golf 365, QuickBooks) is a plus.
- Basic bookkeeping, invoicing, and payment processing skills.
- Customer service oriented with a professional, friendly demeanor.
- Attention to detail and accuracy in data entry and record-keeping.
- Ability to work independently and as part of a team.
- Flexibility to cover additional hours during peak periods or events.
- Discretion handling confidential information.
- Positive, proactive attitude; problem-solving mindset.
- Dependability and professional appearance.
