Receptionist / Admin Assistant

Receptionist / Admin Assistant

Terrey Hills golf and Country Club is one of Sydney’s premier private golf clubs. Nestled beside a National Park it provides a unique experience for members, guests and staff on the immaculately conditioned 18-hole championship golf course.

As the Receptionist / Admin Assistant, you will be the face of Terrey Hills Golf and Country Club, acting as the first point of reference for all member and guest interactions. This role requires a blend of impeccable customer service skills, thorough administrative abilities, and an understanding of our Club's services and offerings.

Your primary responsibilities will include greeting members and guests, ensuring a warm and professional welcome, and providing accurate information about our facilities and services. 

In this role there is also a unique opportunity to learn other roles within the business by supporting the events, finance and membership teams.

This position is not just about administrative tasks; it's about being an integral part of a team that values excellence, tradition, and the exceptional golfing experience we provide at Terrey Hills Golf and Country Club. We seek a candidate who is not only adept in administrative functions but also thrives in a dynamic, people-oriented environment.

Position Summary: 

The Receptionist / Admin Assistant serves as the cornerstone of hospitality at our club, playing a crucial role in member and guest engagement. This position is a blend of administrative expertise, outstanding communication skills, and a dedicated commitment to upholding the club's esteemed reputation.

Responsibilities:

Act as the First Point of Reference for Member and Guest Liaison:

• Serve as the primary contact for members and visitors, offering a warm and professional welcome.
• Provide prompt and accurate information regarding club facilities, events, and services.
• Ensure guests are familiar with and adhere to the club's dress code and other policies.
• Address and resolve any queries or concerns, ensuring a high standard of member and guest satisfaction.

Events Coordination 

• Assist the Event Coordinator taking event bookings and planning events
• Assist with providing information to potential clients on events and functions
• Communicating with clients pre and post event and providing feedback where necessary
• Assist with set-up, coordination, registration, and ensuring that events run smoothly
• Communicating with suppliers / vendors ensuring products and services are delivered as per agreements

Financial and Administrative Tasks:

• Manage the processing of payment invoices, ensuring accuracy and timeliness in the club’s financial operations.
• Oversee the daily reconciliation of Golf Operations and Food and Beverage transactions.
• Administer member payments, reconciling daily receipts and maintaining up-to-date creditor files.

Membership Management:

• Assist membership coordinator taking membership enquiries 
• Process new memberships, including social memberships and changes in nominee or corporate delegate applications.
• Maintain records, setting up both soft and hard files, and issuing membership cards, bag tags, and welcome packs.
• Continuously update and maintain member records in both physical and electronic formats.

Communications and Correspondence Management:

• Collect mail from the Post Office Box, efficiently addressing, and distributing incoming and outgoing correspondence.
• Attend to telephone calls with professionalism, directing inquiries and ensuring seamless communication within the team.
• Prepare Letters of Introduction for members visiting Reciprocal Clubs, enhancing the Club's network and member privileges.

Marketing and Communication:

• Maintain and update the Club’s website, ensuring current and prospective members have access to up-to-date information.
• Maintain and update the recipients of the member newsletter, playing a key role in the Club’s communication strategy.

Office and Supplies Management:

• Ensure a consistent supply of office essentials such as letterhead, envelopes, photocopy paper, and other stationery.
• Organise and schedule servicing for office equipment, ensuring operational efficiency and minimal downtime.
• Maintain and update honour boards and trophies, reflecting the club's history and member achievements.
• Oversee the maintenance of First Aid kits, prioritising health and safety standards.

General and Ad Hoc Duties:

• Undertake additional tasks as required, demonstrating flexibility and commitment to the Club's needs.
• Provide comprehensive administrative support to the wider team, contributing to the smooth operation of the club.