Administrative Assistant

$41,600 - $52,000/Yr

Narragansett Bay Club - Portsmouth, RI

Part-time,Full-time - Entry Level

Portsmouth, RI

About the position

The Administrative Assistant at Narragansett Bay Club plays a crucial role in enhancing the residential membership experience through effective office management, marketing, and accounting support. This position requires a proactive attitude and a commitment to professionalism, ensuring exemplary service to both internal and external stakeholders.

Responsibilities

• Field phone calls and perform basic clerical duties such as data entry, filing, typing, scanning, and copying for the General Manager, Senior Accountant, and department heads.
• Print and distribute invoices to the construction team for review and proper coding, and enter approved invoices for payment along with other accounts payable functions.
• Schedule, publicize, attend, record meeting minutes, and facilitate necessary follow-up on deliverables for HOA administration.
• Develop, monitor, and maintain communications with residents, including creating an annual and monthly member program calendar of club hours and events in Constant Contact.
• Establish and maintain electronic and hard copy filing systems for official documents and records in Safety, Operations, Human Resources, and Accounting.
• Assist in the creation and implementation of the company's Quality Assurance and HR programs.
• Assist with developing a staff training program, including SOP manuals and signage.
• Prepare and monitor inventory, ordering, and cost assessment to maintain budgetary constraints.
• Facilitate member monthly billing and organize other accounts receivable functions such as collections.
• Interact with vendors on billing issues and distribute checks to contractors after obtaining proper accounting forms.
• Perform light housekeeping of office and member amenities, such as stocking water and organizing amenities.
• Assist in expanding current member programs and developing new program initiatives.

Requirements

• Proficiency in Microsoft Office Suite and Constant Contact.
• General knowledge of accounts receivable and accounts payable functions.
• Ability to establish and maintain effective working relationships with various stakeholders.
• Professional verbal and written communication skills.
• Typing speed of 60 wpm accurately and ability to take notes during meetings.

Nice-to-haves

• Experience with QuickBooks is preferred.
• Familiarity with social media platforms and employment websites like Indeed.

Benefits

• Flexible schedule
• Paid time off