Administrative Assistant

Anthem Golf and Country Club offers 36 holes of championship golf, two full-service practice ranges, and premier dining options in the stunning high Sonoran Desert foothills of Arizona. Conveniently located near Phoenix and Scottsdale, the club features exceptional amenities, including tennis, pickleball, bocce ball courts, a family-friendly pool, a state-of-the-art fitness center, and a relaxing spa. With a focus on delivering exceptional experiences, the club offers a vibrant environment for members and team members alike.

Job Summary 
This is a full-time, on-site role located in Anthem AZ, for an Administrative Assistant primarily focused in the membership department. This role will be responsible for membership administrative support, assisting with member inquiries, and processing membership applications. Other key duties include ensuring an exceptional member experience through excellent customer service, maintaining accurate membership records, and communicating with members and staff effectively to address concerns and provide information.

Day to Day

• Be visible in the Club during peak operating hours: Monday–Thursday 8:30–4:30, Friday 8:30–3.
• Meet with members and guests as needed at appropriate club events.
• Maintain a professional appearance according to club policy at all times.
• Manage time effectively.
• Notify Membership Director of Member/Guest complaints at the time they occur and any complaints as soon as possible. Take initiative to solve problems.
• Ensure that membership applications are printed and stocked in Membership Director’s office.
• Make labels for both golf and social folders.
• File Golf and Social Folders.
• Social Resale: Demands for all social resales in the club. Calculate amount to be collected during closing of homes. Post date accounts. Resign seller, create membership for new homeowner, make copies, open file, mail packet. Call title agencies to request deed or status of a social resale. Follow up on checks that are not received in a timely manner. Assistant will check with Membership Director first before processing any social memberships.
• Make a cover sheet for demands, check seller’s and buyer’s information.
• Tenant transfer: process new transfer fees by collecting paperwork, check and lease. Send monthly reminder emails to tenants that have their lease expiring at the end of that month. Get lease extension and collect the transfer fee. Resign memberships accordingly and upgrade/downgrade landlord. Maintain tenant transfer master spreadsheet.
• Remove dependents that turned 25 years old. Create and mail letter advising member.
• Follow audit list.
• Meet with new social members to go over their information.
• Marketing: mailing certificates to new homeowners outside of the gates. List is provided by Membership Director.
• Social membership inquiries via email, phone and walk-ins. Membership changes, address update, downgrades.
• Daily emails, walk-ins and phone calls: golf course maintenance inquiries, birthday certificates, events, and other questions.
• Make packets for new homeowners, tenants, membership, and print all flyers used on a daily basis.
• Adjust membership information, pull old files for storage, file new folders, etc.
• Assist with questions from the HOA office when needed.
• Manage left field list.
• Work closely with accounting team.
  
  About You
  Required 
• High school diploma or equivalent. 
• A minimum of 1 year of accounting experience or equivalent. 
• Strong interpersonal and communication skills to foster positive interactions with members and staff.
• Proficiency in customer service and the ability to address member needs effectively and courteously.
• Experience providing administrative assistance to the Membership Director and managing tasks with attention to detail.
• Computer literacy, including familiarity with office and database software
• Problem-solving skills, time management, and the ability to work collaboratively in a fast-paced environment.
• Proficient in computer use, with strong knowledge of spreadsheets. 
• Proven ability to handle highly confidential information with discretion.

Physical Requirements 
•    Must be able to stand, walk, and perform physical activities for extended periods.
•    Ability to work in varying temperatures and environments, with potential exposure to dust, fumes, or gases.
•    Capable of climbing ladders, squatting, kneeling, reaching, grasping, twisting, bending, and folding/unfolding as required.
•    Able to lift, carry, push, and pull up to 10 lbs. occasionally.
•    Effective communication skills, includin