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Gulf Bay Group of Companies · 3 hours ago

Activities Administrative Assistant

Naples, FL, US

Full-time

Onsite

New Grad, Entry Level

Gulf Bay Group of Companies is a leading developer in Florida, known for its luxury residences and resort-style amenities. They are seeking an Activities Administrative Assistant who will serve as the first point of contact for members and guests, ensuring a warm welcome and exceptional service while managing inquiries, reservations, and communication between departments.

Property DevelopmentProperty ManagementReal Estate

Responsibilities

Greet visitors, determine the nature and purpose of visit, and direct or escort them to specific destinations

Promptly answer telephone and emails using positive and clear English communication. Operate telephone switchboard to answer, screen and forward calls, provide information, take messages, and schedule appointments. Maintain and update appointment calendars

Provide information about establishment such as location of departments or offices, contact employees within the organization, services provided, hours of operation, etc

Oversee member and guest inquiries and needs. Resolve any member or guest issues and address concerns as necessary in a timely manner

Create, process and distribute guest passes and perform daily charges to member account

Provide Notary services to members/guests if licensed

Maintain the member roster. Print and bind member rosters and calendars

File, maintain, and scan records. Summarize results of comment cards monthly

Manage incoming prospects and assign a tour guide

Daily mail collection, interoffice mail collection & distribution

Inventory office supplies

Maintain a clean and organized personal workspace. Contribute to maintaining overall office tidiness

Perform administrative support tasks (i.e., proofreading, transcribing handwritten information)

Assist in all areas of Club Operations as requested

Print necessary flyers and event signs as directed

Take/Confirm reservations for upcoming events, manage waitlists

Upload digital media to TVs around the Club

Create and maintain Monthly Event Schedule and distribute to all necessary managers

Maintain monthly event participation pace report and distribute to appropriate parties. Distribute daily during the season (October through May)

Assist in creating, printing and cutting buffet signs, event booklets, menus and flyers, etc., when requested

Assist with special assignments/projects to support Events Manager

Qualification

Customer serviceMicrosoft Office SuiteAttention to detailNotary Public CertificationHospitality experienceOrganizational skillsCommunication skillsInterpersonal skillsTime-management skillsConfidentiality

Required

High School diploma or equivalent required

Proficient in Microsoft Office Suite

Excellent attention to detail, verbal and written communication skills

Strong interpersonal and relationship building skills

Solid organizational and time-management skills with ability to manage multiple priorities

Ability to work independently with minimal supervision, effectively prioritize tasks, and consistently meet deadlines

Provide a positive role model for professionalism and culture of organization

Maintain strict confidentiality

Ability to assimilate innovative ideas and work well in a changing environment

Demonstrated ability to work successfully in a collaborative environment

Timely and consistent attendance is essential to the successful performance of this position

Due to the cyclical nature of our industry, employer may require employees to work varying schedules to reflect the business needs of the company

Upon employment, employees are required to fully comply with the company's rules and regulations for the safe and efficient operation of the facilities