Administrative Secretary

The Administrator is to ensure the efficient day-to-day running of the Greenkeeping departments and to support the work of the staff ensuring good communications and facilitating the fulfillment of supplies, staffing levels and record keeping.

DUTIES AND RESPONSIBILITIES

• Responsibilities and duties for this position shall include, but not be limited to the following areas and activities.

• Answer telephone inquiries using a professional and courteous manner.

• Reply to internal & external information requests with the appropriate and accurate information.

• Greet clients/suppliers/visitors to the organization in a professional and friendly manner.

• Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents.

• Sort incoming mail, faxes, and courier deliveries for distribution.

• Prepare and send outgoing faxes, mail, and deliveries.

• Forward incoming general e-mails to the appropriate staff members.

• Order, receive and store office supplies ensuring that basic supplies are always available.

• Code and file all inventories according to the established procedures.

• Update and ensure the accuracy of the organization's databases.

• Back-up electronic files using proper procedures.

• Provide secretarial and administrative support to management and other staff.

• Make travel, meeting and other arrangements for staff.

• Coordinate the maintenance of golf course equipment.

• Interact with suppliers and other external stakeholders.

• Communicate with both workshops frequently (at least twice daily) to ensure parts supply chain is effective.

• Maintain daily worksheets for the workshops.

• Maintain annual leave records, employment records and contact lists.

• Maintain accurate financial, stock, weather data and labour usage statistics.

• Assist with financial management.

• Use computer software to prepare financial statements.

• Code and file financial material according to established records management procedures.

• Process accounts payable ensuring timeliness and accuracy of information.

• Administer petty cash according to established procedures.

• Assist with financial reports as required

• Month end duties as required.

• Ensure the timely production & distribution of material to the Board members and other staff meetings.

• Create action lists for all staff after all meetings.

• Provide recruitment support as needed including placing adverts, booking interviews and correspondence with candidates.

• Making arrangements for new arrivals such as work space ready, sending out welcome packs and providing an induction presentation.

• Assist with compiling a weekly work schedule briefing.

JOB REQUIREMENTS

• Diploma Level

• Minimum two years of experience functioning in an Office Administrator capacity

• Excellent command of spoken and written English & French, Creole is desirable.

• General understanding of golf course maintenance operations

• Excellent IT skills

• First class time-management and organizational abilities

• Excellent inter-personal and communication skills