Administration Assistant

COMMUNICATION & MEMBERSHIP SERVICES COORDINATOR- The Old Collier Golf Club Description: We are currently looking for a Communication & Membership Services Coordinator to join the team at The Old Collier Golf Club. The Old Collier Golf Club’s 18-hole championship course was designed by noted golf course architect Tom Fazio. Set in a gently elevated park-like setting and favored by cooling breezes from the nearby Gulf of Mexico, the Club has no residential real estate whatsoever. It is pure golf. Membership at The Old Collier Golf Club is a highly personal experience, and anticipation of each member’s preferences is the standard. Facilities are impeccably maintained and continuously upgraded. Simply put, The Old Collier Golf Club has but one purpose – to provide pure enjoyment of the game of golf for its members. We are seeking a highly organized, service‑oriented professional to serve as the welcoming face of our Club and provide essential administrative and membership support. This role is ideal for someone who thrives in a member‑focused environment, enjoys multitasking, and takes pride in delivering exceptional service. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Member & Guest Experience • Serve as the primary point of contact at the reception desk, warmly greeting members and guests while delivering exceptional customer service. • Respond to inquiries, requests, and club‑related questions with professionalism and efficiency. • Answer and direct phone calls promptly and courteously. • Manage member access through the Club’s front and back gates. Administrative Support • Maintain and organize digital and physical membership records and documentation. • Prepare member communications, including mailings and correspondence. • Oversee all printing, stationery, packaging, and general office supply needs; manage purchasing. • Ensure all office equipment functions properly; coordinate maintenance and repairs as needed. • Retrieve, open, and distribute daily mail to appropriate departments. Accounting Support • Accounts Receivable: Process and deposit member payments, manage ACH enrollments and monthly upload, and utilize bank‑provided remote deposit equipment. • Accounts Payable: Reconcile monthly company Visa charges for multiple departments, code invoices, and prepare them for accounting processing. • Prepare and mail vendor payments. Membership Administration • Process membership applications, agreements, resignations, and installment plans. • Maintain and update the JONAS membership database on an ongoing basis. • Generate membership reports for the General Manager as requested. • Distribute monthly member statements via JONAS, email, and USPS. • Manage the annual Membership Directory, including updates beginning in July and roster delivery by October 1st. • Maintain accurate name badge records and the magnetic board. Communications & Digital Platforms • Assist the General Manager with the creation of monthly newsletters and weekly member updates using Clubessential. • Maintain the Club’s website calendar and perform content updates as needed. • Coordinate with Clubessential on platform updates and enhancements. • Partner with the Leadership Team to develop and design club communication materials—flyers, email campaigns, signage, and promotional pieces. (Adobe Creative Cloud or Canva knowledge preferred) Seasonal Responsibilities • Track and manage member Holiday Fund contributions (November–December), maintaining detailed records and coordinating with the Controller and HR teams. Additional Duties • Perform other responsibilities as assigned to support Club operations and member satisfaction. • Maintains strict confidentiality and exercises exceptional discretion in all interactions, communications, and management of member and club information. EDUCATION and/or EXPERIENCE Preferred Education: • Bachelor’s degree in one of the following fields: o Communications o Hospitality Management o Business Administration o Marketing o Public Relations o Office Administration or related field Acceptable Alternatives: • Associate degree in a related field with 2+ years of administrative, hospitality, or member‑service experience. Supplemental Skill Preferences (to support the education requirement): • Training or coursework in customer service, office administration, or professional communication. • Exposure to accounting or bookkeeping principles (helpful due to A/R and A/P tasks). • Technology and software proficiency; familiarity with JONAS, Clubessential, Adobe, or Canva is highly beneficial. Job Type: Full-time Benefits: • 401(k) • 401(k) Matching • Dental Insurance • Health Insurance • Vision Insurance • Paid Time Off • Disability Insurance • Life Insurance • Free Meals Physical setting: • Office Schedule: • 8-hour shift • Day shift Ability to commute/relocate: • Naples, FL 34110: Reliably commute or planning to relocate before starting work (Preferred) Pay: From $28.00 per hour Expected hours: 40.0 per week Benefits: • 401(k) • 401(k) matching • Dental insurance • Flexible schedule • Health insurance • Life insurance • Paid time off • Vision insurance Experience: • Front desk: 2 years (Required) • Executive administrative support: 2 years (Preferred) Location: • Naples, FL 34110 (Preferred) Work Location: In person