Office Administrator

$40,000 - $60,000/Yr

The Philadelphia Club - Philadelphia, PA

Full-time - Mid Level

Philadelphia, PA

About the position

The Philadelphia Club, the oldest city-based private members' club in the United States, is seeking a dedicated Office Administrator to join its team under new management. This role is pivotal in ensuring that the highest standards of service are maintained for the Members, their guests, and all stakeholders interacting with the Club. The Office Administrator will be responsible for overseeing all office and administrative duties, providing support to the management team, and assisting the Club's board and committees in their efforts to enhance the Club's reputation as one of the finest private members' clubs in the country. In this role, the Office Administrator will be a constant presence in the office, managing day-to-day administration, including manning the switchboard and being available to both staff and Members. The position requires basic bookkeeping tasks and analysis on a daily and monthly basis, ensuring accurate financial records. The Office Administrator will champion the use of the Club's main software system, NorthStar, becoming an expert in its functionalities to streamline operations. Additionally, the Office Administrator will take the lead in managing reservations for Members, coordinating dining room bookings, private dining, and reciprocal clubs. The role also involves researching and planning Club events, both on-site and off-site, and acting as the Membership Secretary, handling administrative tasks related to membership proposals and usage analysis. The Office Administrator will manage relationships with reciprocal clubs in the U.S. and abroad, supporting the Reciprocals Committee, and will assist the management team with various administrative and analytical tasks as needed. Furthermore, the Office Administrator will provide personal assistance to the General Manager and support the Club Board of Direction and various committees with their administrative work.

Responsibilities

• Oversee all day-to-day administration at the Club, ensuring a constant presence in the office for staff and Members.
• Manning the switchboard and handling communications effectively.
• Perform basic bookkeeping tasks and financial analysis on a daily and monthly basis, ensuring accurate reconciliations.
• Champion the use of the Club's main software system, NorthStar, and become an expert in its functionalities.
• Manage the point-of-sale system within NorthStar, collaborating with the Food & Beverage Manager.
• Lead all reservations for Members, including dining room, private dining, and reciprocal clubs.
• Research and plan all Club events, both at the Club and off-site.
• Act as the Club's Membership Secretary, handling administrative work related to membership proposals and usage analysis.
• Manage the Club's relationships with reciprocal clubs in the U.S. and abroad, supporting the Reciprocals Committee.
• Assist the management team with administrative and analytical tasks as required.
• Provide personal assistance to the General Manager as needed.
• Support the Club Board of Direction and various committees with their administrative work.

Requirements

• Minimum of 5 years of experience in a complex administrative position, including dealing with multiple stakeholders at board level.
• Strong communication skills, both verbal and written, with fluency in English.
• Strong analytical skills, including intermediate knowledge of Microsoft Excel.
• Proficient in Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Excellent organizational and time management skills.
• Experience in complaint handling and the ability to address Member complaints professionally.
• Strong knowledge of Philadelphia and the surrounding area.
• Familiarity with U.S. administrative practices and general laws, including human resources law.

Nice-to-haves

• A degree to illustrate learning and research capabilities.
• Previous experience in hospitality or private members' clubs.
• An interest in food and wine, both American and European.
• Knowledge of point-of-sale systems in bars and restaurants, including programming.

Benefits

• Monday to Friday working hours with occasional weekends required.
• 3 weeks Paid Time Off, primarily to be taken during August closure.
• Federal holidays off.
• Competitive salary range of $40,000 - $60,000.
• Christmas bonus provided.
• Health insurance coverage, including dental and vision.
• Life insurance coverage.
• Company retirement plan offered.
• Uniform provided and laundered by the Club.
• Staff meals provided while on duty.
• Organized staff social events by the Staff Committee.
• In-house and external training opportunities offered.