Administrative Coordinator

Administrative Coordinator

We're looking for an Administrative Coordinator to join our team!

Quail West is a leading private golf and country club that prides itself on providing world-class facilities for Members and their guests and an extraordinary and inclusive, yet unpretentious lifestyle. One of Southwest Florida's most welcoming clubs, Quail West's courses, facilities and services are shared by a limited number of members to enhance the quality of the member experience.

Summary: The Administrative Coordinator provides administrative and operational support for the Golf Course Maintenance, Homeowners Association (HOA), and Privacy Access Services (PAS) departments. This position is responsible for coordinating daily office operations, processing vendor invoices, maintaining vendor records, assisting with budget administration, and providing exceptional customer service to employees, members, vendors, and guests. The ideal candidate is highly organized, detail-oriented, and able to effectively manage multiple priorities in a fast-paced environment.

This is a Full-Time Hourly Position

Pay rate: $24-$26/hour

Some of our Benefits Include:

• Employee Referral Bonus
• Discounts on retail items at the Golf Shop
• Special parties & celebrations
• Uniforms
• Paid time off (PTO)
• 401k with employer match
• Medical insurance
• Dental insurance
• Vision insurance
• Employee Assistance Program
• Playing and practice privilege
• And many more!

Essential Duties and Responsibilities:

• Serve as the primary administrative support for the Golf Course Maintenance, HOA, and PAS departments.
• Answer incoming telephone calls, respond to inquiries, and direct calls to the appropriate individual.
• Greet visitors in a professional and welcoming manner and assist with directing them appropriately.
• Coordinate employee luncheons, and other departmental events.
• Maintain office supplies and coordinate uniform inventory for assigned departments.
• Process vendor invoices by ensuring they are accurately coded, properly approved, and submitted through the Club's financial system in a timely manner.
• Communicate with vendors to resolve invoice discrepancies or documentation issues.
• Obtain and maintain vendor W-9 forms and Certificates of Insurance (COIs) and forward required documentation to the Accounting Department.
• Provide administrative support in the preparation, tracking, and organization of departmental budgets.
• Prepare correspondence, reports, spreadsheets, and meeting minutes as requested.
• Maintain organized departmental files and records in accordance with Club standards.
• Perform other duties as assigned.

Knowledge, Skills, and Abilities:

• Strong organizational skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities while meeting deadlines.
• Strong customer service skills with the ability to interact professionally with employees, residents, members, vendors, and guests.
• Ability to exercise sound judgment and maintain confidentiality.
• Ability to work independently while contributing effectively as part of a team.
• Ability to adapt to changing priorities and business needs.
• Demonstrate professionalism, integrity, and a positive attitude in all interactions.
• Maintain confidentiality of sensitive employee, vendor, homeowner, and Club information.
• Support a safe, respectful, and drug-free workplace.
• Comply with all Club policies, procedures, and safety standards.

Qualifications:

• High school diploma or equivalent required.
• Minimum of two (2) years of administrative support experience in a professional office environment required.
• Experience processing invoices, maintaining records, or providing administrative support for budgets preferred.
• Proficient in Microsoft Office Suite, including Outlook, Word, and Excel.
• Bilingual (English/Spanish) preferred.

Physical Demands and Work Environment:

• Ability to sit for extended periods while performing computer and administrative work.
• Ability to occasionally stand, walk, bend, reach, and lift or carry up to 25 pounds.
• Work is performed primarily in an office environment with a moderate noise level.
• Must maintain awareness