Administrative Assistant - Golf Course Maintenance

Home of the largest-attended tournament in the world, the fan-favorite WM Phoenix Open, TPC Scottsdale is a masterful blend of challenge and playability – compelling the sport’s top players and recreational golfers alike. Set in the rugged Sonoran Desert and surrounded by the stunning McDowell Mountains, TPC Scottsdale boasts two championship courses for players to enjoy – the world famous Stadium Course and the stunning Champions Course. As Arizona’s only PGA TOUR property, you'll experience the standards of quality and service normally reserved for the TOUR professionals.

Tee up your career as a part of our team with the TPC Network!

The Administrative Assistant, GCM provides administrative support to the Golf Course Maintenance Operation. This position interacts with internal clients at all levels of the organization and provides guidance, direction and information to employees and supervisors at the club.

QUALIFICATIONS

High school diploma or equivalent education. Thorough knowledge of general business administration practices as would be acquired through two to three years of similar experience in progressively responsible positions. Previous human resources experience preferred.

 

RESPONSIBILITIES/DUTIES

Administrative Functions:

• Ensure that all employees, vendors and guests are greeted and welcomed in a professional and courteous manner
• Provide administrative support to the Golf Course Maintenance (GCM) team which includes:

o   Drafting and typing correspondence, special reports, and presentations

o   Answering phones and providing information to callers

o   Coordinating meetings, taking minutes, and preparing follow up reports

o   Maintaining supervisor’s calendar and travel schedule

o   Making travel arrangements and completing related travel expense reimbursement requests

o   Updating calendar of club functions

o   Open and distribute departmental mail as necessary

• Act as a liaison with other departments and outside agencies
• Handle and process all incoming invoices for the department
• Maintain all reporting and document storage for the GCM Department, such as incident reports, at Club level in accordance to retention policies
• Order and stock office supplies for the department
• Maintain copy machine service records and supplies
• Maintain records of employee meals; submit to Accounting Department every month for proper department allocation

Employee Related Functions:

• Act as a liaison between club and National Human Resources team
• Handle confidential and non-routine information. Be thoroughly versed in Club policies, procedures, training programs and benefits and be able to communicate accurate information to employees
• Process payroll and employee documents for all employees of the Club and transmit the data to National Headquarters weekly
• Maintain club employee and payroll records in accordance to retention policies. Ensure timekeeping system is in proper working order
• Maintain up to date inventory of all employment forms and job descriptions. Responsible for order processing and cost allocation of forms to proper departments
• Be knowledgeable of the Fair Labor Standards Act, Federal Wage and Hours Laws and other employee/payroll laws that may have an impact on club operations
• Participate in recruitment effort for employees; help coordinate the use of temporary employees, administers pre-employment assessments, background checks, pre-employment drug screening, and conducts reference checks
• Conducts new employee orientations and ensures all employees are trained in Service Excellence annually
• Coordinate Workers' Compensation and general accident reports and related follow-up
• Ensure all employee communications and required postings are accurate, such as employee newsletter, required labor law postings, paycheck stuffers
• Special projects or other duties as assigned

<