Administrative Assistant Position Summary The Administrative Assistant plays a key role in delivering a remarkable experience for our members and guests, while supporting the club's administrative and financial operations. This position blends administrative responsibilities—primarily accounts payable, invoicing, collections, & schedule management with front-facing member interaction and internal administrative coordination. The ideal candidate is detail-oriented, highly organized, and committed to anticipating needs, solving problems proactively, and creating a polished and welcoming club environment. Key Responsibilities Accounts Receivable & Financial Administration Manage accounts receivable processes. Including posting payments, tracking balances, and collecting outstanding accounts. Assist with month-end closing processes related to AR and member billing. Generate and distribute accurate member invoices, statements, and billing communications. Prepare and deliver final invoices for tournament and event clients, ensuring accuracy and timely follow-up. Reconcile member and event accounts and resolve discrepancies in a timely and professional manner. Maintain organized financial records in accordance with club policies. Accounts Payable Scan, index, and upload vendor invoices into AP automation software, ensuring accurate capture of key data fields (vendor, amount, GL coding, and due date) with minimal error and maximum timeliness. Monitor and manage the AP email inbox to ensure electronically delivered invoices are properly routed and configured to flow into the AP automation software. Apply accurate GL coding to all invoices in accordance with the company's chart of accounts, departmental structure, and internal coding policies, escalating any ambiguous or non-standard invoices to the appropriate approver. Maintain a highly organized invoice queue, proactively tracking approval status and following up on outstanding items to ensure invoices are processed and submitted for payment within vendor terms and internal deadlines. Perform routine reconciliation of vendor statements against open payables to identify missing invoices, duplicate submissions, or discrepancies, and communicate findings to Home Office Accounting for resolution. Member & Client Interaction Serve as a primary point of contact for member and client billing inquiries, providing clear, courteous, and prompt assistance. Build strong relationships with members by delivering personalized and attentive service. Handle sensitive financial conversations with professionalism and discretion. Support front office operations, including answering phones, greeting members, calendar management and assisting with general inquiries. Administrative Support & Employee Onboarding Maintain accurate member records, ensuring data integrity within club systems. Provide administrative support to club leadership and departments as needed. Assist with correspondence, reporting, and general office coordination. Support special projects, tournaments, and club events as needed. Coordinate new-hire onboarding, required paperwork, employee documentation, and maintain accurate, organized personnel files and records Serve as a resource for employee questions and inquiries, assist with workers' compensation claims and documentation, and support ongoing HR-related administrative needs. Any other club related tasks as instructed by the general manager Qualifications 2+ years of administrative, accounting, or office support experience (club, hospitality, or event environment preferred). Strong accounts receivable, collections and accounts payable experience. Experience supporting events or tournaments is a plus but not required. Excellent communication and interpersonal skills. High level of organization and attention to detail. Proficiency in Microsoft Office (Excel, Word, Outlook); club management software experience is a plus. Ability to handle confidential information with discretion. Professional appearance and demeanor consistent with a private club environment. Key Attributes for Success Service-driven mindset with a passion for hospitality. Proactive problem-solver who takes initiative. Strong time management and ability to prioritize tasks. Positive, team-oriented attitude. Comfortable interacting with a high-expectation membership and client base.

Pay:

$50,000.00 per year

Benefits:

401(k) Dental insurance Employee discount Flexible schedule Flexible spending account Health insurance Health savings account Life insurance Paid time off Retirement plan Vision insurance

Work Location:

In person