Administrative Operations Coordinator

The primary responsibility of the Administrative Operations Coordinator is to provide day-to-day operations management and support to the Senior Director, Campus Development, and all members of the department in an organized and efficient manner while maintaining strict confidentiality of all Club business materials. In addition, the Administrative Operations Coordinator is to assist with project charter management, project budget oversight of the Campus Development department and keep management informed of any matters that merit attention.

Essential Functions of the Job

• Assist with the management of project scope changes to include maintaining design and construction change order logs.
• Draft and manage project-related contracts and documents.
• Manage all existing contracts using internal contract repository system (IntelAgree).
• Assists with budget reconciliation of project closeouts and works collaboratively with Finance and Accounting team.
• Responsible for ensuring all project invoices have been incorporated into the ERP system (Netsuite) in a timely manner.
• Provide oversight to ensure financial policies, procedures and internal controls are met.
• Manages the calendar and schedule of Senior Director and Senior Management team to ensure identified priorities are addressed promptly and time usage is optimized.
• Handles logistics for meetings, retreats, and other gatherings on and off campus; responds and addresses unexpected changes and associated requests; arranges for urgent issues to be handled by appropriate staff.
• Composes, prepares, and distributes approved correspondence for and on behalf of the department to include but not limited to e-mail, memoranda, letters, telephone correspondence, department records, shipping duties and visitor notification in a detailed, accurate and timely manner.
• Assists in the management of departmental operating expenses by gaining awareness of our budgets and processes.
• Supports and aligns with Chief Property and Planning Officer’s Administrative Assistant to support greater uniformity across the Area of Planning and Operations.
• Coordinates all departmental travel scheduling and itineraries.  Procures all lodging and travel arrangements.  Procures any necessary Club vehicle when necessary.  Prepares all travel agendas. Requests domestic and foreign currency for business trips.
• Coordinates Tournament credentials for contractors, and business associates.
• Coordinates, in collaboration with Tournament, the Department’s Tournament Observation responsibilities and aggregating information as a submittal post Tournament.
• Physical demands are outlined immediately below.

 

Physical Demands

• Acceptable level of hearing and vision to perform job duties
• Occasionally required to walk and work with hands and arms, lift up to 25 pounds and/or drive a golf cart.
• Constantly required to sit, sometimes for several hours at a time, and use their hands and fingers to operate a computer.

 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

 

Other Duties and Responsibilities

• Receives and directs visitors.
• Attends seminars and workshops for continued professional growth and development.
• Performs other duties which are deemed by management to be an important part of the job

 

Qualifications:

      Skills/Knowledge/Attributes:

• Must be a self-starter, inquisitive, confident, and resourceful in managing tasks.
• Coordinate workload independently, with minimal supervision, based on project deadlines.
• Developed interpersonal skills to communicate effectively with members, management, employees, and vendors.
• Prefer a strong background in accounting and/or finance but not required.
• Ability to prioritize and multi-task responsibilities with competing deadlines.
• Strong written and verbal communication skills.
• Highly organized and detail oriented.
• Ability to handle repetitious job tasks.
• Good time management skills with the ability to prioritize multiple tasks.
• Proficient in budgetary applications software (NetSuite, Kahua, etc).
• Proficient in Windows-based computer applications, including Microsoft Outlook, Microsoft Word, Microsoft Excel, Microsoft PowerPoint and Smartsheet, and digital file organization.

 

Relative Experience/Education:

• Minimum of five (5) years administrative experience in an office environment. 
• Bachelor's degree in Accounting or Finance preferred but not required.
• High school diploma or equivalent required, continuing education in business and/or related field preferred
• Advanced s