Administrative Assistant – Royal Melbourne Country Club

Property Description:
Established in 1992, Royal Melbourne Country Club is a private, member-only club located in Long Grove, Illinois with 380 total members.  Royal Melbourne is Greg Norman’s first course design in the continental US and also features a Junior Olympic size pool and four Har-Tru clay tennis courts. The club has a very active social scene, outstanding dining and several private rooms for both personal and business entertaining, plus a wealth of special events.  The Club is a robust host of banquets including 30+ weddings annually.
Royal Melbourne CC combines the beauty of the sport with the beauty of nature. The course reflects Greg Norman’s design philosophy: that a private club should offer its members a challenging yet fair round of golf. Other amenities include a fully stocked golf shop, a choice of golf carts or caddies, a full practice facility, and lavishly appointed locker rooms. Club is owned and operated by KemperSports.

Position Summary:
Under general supervision, performs secretarial and administrative duties in support of management including the preparation of agendas, correspondence, and reports, screening telephone calls, operating all office and word processing equipment, and coordinating various functions including human resources, payroll and accounting activities.  Assignments may involve work of a confidential nature and require a working knowledge of Company and department policies, practices and procedures.

Essential Duties and Responsibilities:

• Assist management with various secretarial tasks including typing correspondence; preparing reports, forms, documents, newsletters, special event mailings, and general publications; photo copying, fax and mail distribution, filing, data entry; arrange appointments and make meeting and travel arrangements for GM and department heads.
• Receive and screen visitors. Answer, screen and route telephone calls in a timely and professional manner. Take accurate phone messages.  Serve as liaison for club personnel, Home Office and outside contacts.  Assist with customer inquiries and provide information about the facility, special functions, etc.  Serve as a liaison pertaining to customer complaints.
• Serve as Human Resources liaison and assist with various duties including processing applications, scheduling interviews, administering pre-hire tests, completing new-hire and benefits paperwork, conducting orientations, processing compensation information, coordinating workers’ compensation cases, completing termination paperwork, maintaining personnel files, and disseminating HR related information to all employees.
• Maintain time and attendance records, absentee and leave records, and payroll timesheets. Collect and assemble payroll information, verify total hours, tips, and commissions and prepare payroll reports for forwarding to Home Office, distribute paychecks, resolve pay issues as appropriate, and maintain records.
• Assist with accounting activities including daily activities including reconciling point of sale revenues, tax liabilities, and cost of goods sold, processing cash and credit receipts, making bank deposits, recording journal entries, daily reports, and inventory changes into the general ledger. Perform weekly activities including preparing reports for the Home Office, preparing cash reports, and processing accounts payable invoices.  Perform monthly activities including reconciling bank accounts, credit card accounts, accounts receivable, inventory, and accounts payable with the general ledger, and processing physical retail inventories.  Assist with the production of monthly and annual financial reports and budgets.
• Ensure accuracy and completeness of statistical, financial or mathematical data on various reports.
• Organize and maintain the petty cash fund and control office supply purchases and inventories.
• Organize and maintain confidential records pertaining to club operations, personnel, materials, equipment, etc.
• Assist in departmental projects and perform other job-related duties as directed by management.

Qualifications:

• High school diploma or equivalent. AA degree in the secretarial sciences preferred.
• Two (2) years of experience as an Administrative Assistant or secretarial position.
• Type 65+ wpm. Proficiency with word processing and spreadsheet software programs preferred.
• Demonstrated quality written, verbal, interpersonal, telephone communication skills.
• Ability to analyze and solve problems; efficiently handle multiple duties under pressure with minimal supervision; Detail oriented, organizational and time management ability.
• Positive attitude, professional manner and appearance in all situations.