OFFICE SUPPORT ASSISTANT

Job Overview:

The Office Support Assistant acts as a point of contact for the Forest Highlands members, employees and Leadership Team. This position ensures that questions from members, contractors, the public and other external customers are answered quickly and in a professional, friendly manner through face-to-face interactions, phone calls and email/written correspondence. This position is ultimately being responsible for administrative support to the General Manager and CFO.

Essential Functions:

• Customer Service – Greet customers, assess their needs  and explain services, processes and guidelines as related to Club      operations. Reply to all member/customer inquiries via telephone and email. Ensure all correspondence is created (typed), reviewed and sent accordingly. Use tact, discretion, and good judgement in handling sensitive and confidential information.
• Meeting and Event Management – Manage Forest Highlands Foundation meetings and events from inception to completion.
• Clerical – Create and maintain spreadsheets using advanced Excel functions and calculations to develop reports and lists.
• Manage maintenance and ordering of office equipment and supplies. 
• Disperse incoming mail to correct recipients throughout the office. 
• Develop various communication documents using Adobe and Microsoft products as requested. 
• Perform administrative tasks such as filing, faxing, photocopying, collating and scanning documents. 

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Minimum Requirements:

• Associates Degree and/or 2 years’ experience in administrative or customer relations position 
• Exceptional written and oral communication skills
• Excellent Typing skills
• Must be highly proficient with Microsoft Word, Outlook, Excel and PowerPoint
• Knowledge of Adobe design software programs helpful
• Exceptional professional demeanor with skills in face-to-face and telephone interaction techniques
• Proven ability to execute multiple projects simultaneously and apply relevant interdepartmental information
• Self-motivated, great customer service skills, energetic learner with a good sense of humor
• Excellent interpersonal, organizational and time management skills
• Flexibility in working schedule to include evenings, weekends and holidays as needed
• Proven attention to detail
• Ability to learn and use new software
• Prior knowledge of Golf Club/HOA operations a plus

Language Skills:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to communicate effectively with guests, management, vendors/suppliers, the general public and other employees of the Company.

Mathematical Skills: 

Ability to add, subtract, multiply, and divide in all units of measure using whole numbers, common fractions, and decimals. 

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. 

Physical Demands and Work Environment:

• Position is in an open office environment in a golf/country club in a private residential community.
• Must be able to work in a busy office environment with multiple co-workers in an open office space.
• Flexibility in schedule.
• Ability to lift up to 25lbs regularly; up to 50lbs occasionally and to lift overhead and push/pull.
• Must be able to frequently walk, sit, stand, bend, use hands to finger, handle, or feel; and talk or hear, stoop kneel, crouch, adjust vision accordingly (close, distance, peripheral, and depth perception)
• Exposed to outside weather conditions including low temperatures.
• Continuous ability to talk and hear.