Administrative Assistant - Golf Operations

• Serve as a professional first point of contact for members, guests, visitors, and suppliers via telephone, email, and in person
• Deliver a warm, efficient, and service-orientated front office experience aligned with the Kingswood Brand
• Respond promptly to enquiries regarding bookings, competitions, memberships, green fees, carts, lessons, events, and club facilities
• Manage incoming correspondence and direct queries to relevant deparments
• Assist members with accounts queries, spending accounts, statements, vouchers, and general requests
• Maintain confidentiality and professionalism in all interactions

• Assist with managing tee time bookings, amendments, cancellations, and waitlists through ClubMaster and other booking systems
• Verify booking details, reates applied, player categories, and payment status
• Prepare and issue daily golfer access codes and gate entry information
• Assist with Golf cart bookings, allocations, and usage records
• Support the Golf Coordinator and Pro Shop with competition entries draw sheets, pairings, and event administration
• Assist with pace-of-play administration and player communication during busy periods
• Coordinate no-show follow-up and booking compliance where required.

Membership Administration:

• Assist with processing membership applications, renewals, upgrades, resignations, and category changes
• Capture and maintain accurate member data on ClubMaster and related systems
• Register new members on applicable handicap or golf association platforms
• Prepare membership invoices, levy schedules, and joining documentation
• maintain updated contact databases for email, SMS, and WhatsApp communication
• Support member onboarding to ensure a seamless welcome experience

Competition and Events Administration:

• Assist with administration of weekly competitions, club championships, leagues, and golf days
• Capture entries, prepare start sheets, scorecards, registration lists, and result summaries
• Allocate competition winnings and prize credits to member spending accounts
• Support prize-givings, event registration desks, sponsor liaison, and player queries
• Assist with corporate Golf Day administration, invoicing confirmations, and post-even reconciliations
• Coordinate meeting logistics for committees, captains, and Golf governance meeting

Financial Administration & Reconciliations:

• Perform daily reconciliations of golf bookings, green fees, cart fees, competition fees, retail sales and related income streams
• Verify payments received via cash, card, EFt, account charges and online channels
• Process refunds, credit notes, journal entries and account allocations as authorised
• Prepare daily cash-ups and submit supporting documentation to the Financial Manager
• Assist with debtor follow-up and overdue member accounts where required
• Maintain accurate financial records and filing for audit purposes
• Support month-end and year-end reporting processes

Procurement & Stock Administration:

• Order and monitor office stationery, consumables, cleaning products and operational supplies
• manage store room access control, storck counts, and product issue records
• Assist with supplier orders, quotations, invoice matching, and delivery checks
• Ensure cost-effective purchasing whtin approved budgets

• Prepare routine operational reports including rounds played, booking trends, revenue summaries, competition participation, and membership statistics
• Maintain historical records of events, hole-in-ones,, league results, and club milestones
• Assist management with forecasting data and business insights
• Ensure accurate filing and document retention in digital and physical formats

Marketing & Communication Support:

• Assist with member newsletters, notices, promitional emails, and opertional updates
• Support social media content collection and event communication when required
• Update member communication lists and distribution groups
• Assist with signage, posters, and tournament communication material

General Administrative Support:

• provide administrative support to the Golf Director, Financial Manager, Committees, and senior management as required
• Take minutes of meetings when requested
• Maintain diaries, schedules and follow-up action lists
• Assist with special projects and continuous improvement initiatives.

WORKING HOURS:

• Primarily Monday to Friday
• Flexibility to work weekends, public holidays, or evenings during tournaments, events or peak operational periods when required