Job Description

Now Hiring – Administrative Assistant
Stillwater Golf & Country Club | St. Johns, FL
Pay: $17 - $19 per hour, based on experience
Schedule: Full-time

About the Position

Stillwater Golf & Country Club is seeking an organized and dependable Administrative Assistant to join our team. This is an excellent opportunity for someone who enjoys supporting daily operations, staying organized, and providing exceptional service to members, guests, and team members.

As an Administrative Assistant, you’ll play an important role in supporting Club operations through administrative support, communication, record keeping, and coordination of daily tasks. The ideal candidate is detail-oriented, professional, and enjoys being part of a team that creates an outstanding Club experience.

About Stillwater Golf & Country Club

Located in St. Johns, Florida—between Jacksonville and St. Augustine—Stillwater is Lennar's 549-home active adult gated community and home to Northeast Florida's first new 18-hole golf course in more than two decades. Designed by Bobby Weed Golf Design, the course is recognized for its innovative layout, blending seamlessly with native wetlands and cypress trees.

This is an exciting opportunity to join a growing Club community and be part of a team dedicated to delivering exceptional service and creating memorable experiences for members and guests.

Our Culture and Values provide Team Members with a rewarding lifestyle and work/life balance.

Join a team where your contributions are valued and your work makes a difference every day.

Job purpose

The purpose of this position is to support the administrative office and assist with the membership experience of Stillwater Golf & Country Club.

Duties and responsibilities

• Acts as a first point of contact and responds or directs people accordingly to the appropriate Staff member.
• Perform a warm welcome, tour and onboard the new residents/members and provide education on Community/Club features and upcoming events.
• Assists in coordinating and the running of New Resident Orientation by presenting and ensuring adequate promotion, room set-up, amenities and community participation is met.
• Assist with the development and publication of the community newsletter and other lifestyle publications assigned.
• Manage Member relations and involvement, Member services inquiries, complaints, and concerns.

· Attending and taking photographs of Member/Guest events

• Assist with the development and publication of the community newsletter and other lifestyle publications assigned.
• Oversee membership payments, petty cash, and provide daily bank deposits.
• Oversee ARC Committee responsibilities, touring the property, issuing letters for noncompliance and approval for home improvements as required.
• Prepare Estoppel letters as required to residents.
• Upon receipt of closing documents, establishes, and maintains files for each resident.
• Purchases and maintains office supplies within budget as approved.
• Provides clerical assistance to include preparing meeting minutes.
• Enforces Board approved rules for use of Clubhouse and other amenities.
• Gathers a working knowledge of the Community Doc’s and Rule’s & Regulations.
• Follows up with Management to ensure resident concerns were addressed.
• Assists with Lifestyles and Events as needed.
• Assists with Facility Management as needed.
• Assists with other duties as assigned.

Qualifications

· Good organizational and verbal skills.

· Proficient in using Microsoft Office Suite of Products and other Marketing software.

Working conditions

Work is both indoors and outdoors. Potential exposure to sharp and rapid equipment movement, sharp utensils, harmful chemicals and/or solvents if proper safety procedures are not followed.

This job description does not imply that the above are the only responsibilities assigned to this position. Employees holding this position will be required to perform any on the job-related duties as requested. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.

Physical requirements

Good organizational and verbal skills. Ability to use logical and rational thinking to resolve issues. Ability to perform basic mathematical skills, monitor and develop subordinates, visually monitor the operation areas and write and read member communication.

Must have the ability to perform moderate physical work and may be required to lift up to 40 lbs., and up to 30 lbs. frequently. Perform activities such as bending, kneeling, crouching, climbing, reaching, standing, pushing, lifting, and grasping for up to 5 hours without sitting. Ability to consistently lift, carry and load adaptive and other sports equipment that may weigh 30 or more pounds, and sustain aerobic activity for 20 consecutive minutes.

Please be advised that all work that requires the use of a ladder more than 8 ft. long must be reviewed by Hampton Golf’s Club Maintenance person. Following an assessment of the situation, a determination will be made as to whether a maintenance team member or subcontractors will perform the necessary maintenance task. No other staff member is authorized to climb to heights exceeding 8 ft. and/or perform such maintenance. In addition, personnel are prohibited from entering facility attics, walking on the roof of buildings and/or from using scaffolding.

Use the following safety precautions when using an 8ft. ladder:

• Correct placement of the ladder. The safest angle for a straight ladder is to ensure it is placed on-fourth the distance from the base to the point of support. “A” frame ladders naturally comply.
• Ensure the ladder is placed on a firm level surface, and do not place the ladder near a doorway.
• Ensure there are non-skid shoes on the ladder.
• If using a medal ladder, be sure that it is not near electrical wires.
• One person on a ladder at one time, and ensure another staff member is holding the ladder in position.
• Never overreach.

Direct reports