Administrative Accounting Assistant

Blackhawk Country Club will be the premier full-service club in the East Bay, where members gather as a community and create lifelong connections through exceptional experiences in an incomparably beautiful setting.

As a member of the Blackhawk Country Club team, you play an integral role in advancing our Club’s Vision and Strategic Plan. You will be expected to adhere to our "6B's," which outline the fundamental expectations we have of every employee. Additionally, we rely on you to embody our HAWKS CODE culture, bringing it to life through your language, attitude, and actions.

Position Summary

The primary job of the Administration Assistant is to support the Accounting department and be the first contact for member inquires for the department. This person will focus on professional member greetings and inquiries at the front desk. They will perform a variety of member services and administrative duties to ensure they are receiving top quality services. Responsibilities include organizational efficiency as well as creating a professional environment for members. This visible and organized representative of the Club also provides valuable administrative and accounting assistance to the full Accounting team.                                                                                                                            

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

• Greet and welcome guests, members and employees as they come into the office
• Answer phone calls and direct them as necessary
• Taking and ensuring messages are passed to the appropriate staff member promptly
• Handling queries and complaints via phone, email, and general correspondence
• Receiving, sorting, distributing and dispatching daily mail
• Managing office inventory such as stationery and equipment
• Ensure reception and office area is tidy and presentable with all necessary stationery and material
• Create new member files and apply changes while maintaining confidentiality with sensitive information
• Processing gift certificates and guestbook passes
• Maintaining schedules including but not limited to Gift Certificates, Golf Cart Insurance, Membership Month End Reports.
• Perform other clerical receptionist duties such as filing, photocopying, transcribing, and faxing
• Receiving and posting payments from members or guests
• Assist with various tasks from the Chief Financial Officer, Controller, Accounts Receivable, and Accounts Payable team members
• Make sure stationary is fully stocked by ordering through Amazon and/or Office Depot
• Must be able to occasionally drive to places such as the bank or post office.
• Opportunities for obtaining experience and training in more complex accounting tasks are available.

Minimum Qualifications (Knowledge, Skills, and Abilities)

• 1-3 years of Administrative Office experience 
• Proficiency in Microsoft Office (Excel, Word, Outlook, Teams)
• High School diploma or GED equivalent
• Valid driver’s license
• Prior club/hospitality experience is a plus
• Club Essential Accounting Software experience is a plus
• Must have positive and friendly demeanor and business casual representation
• A strong self-starter willing to learn and take on new challenges
• Strong attention to detail and accuracy is a must
• Fluent in English (written and spoken); bilingual in Spanish is a plus

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

• Mobility: The role may require frequent movement, walking, standing, and occasional bending, kneeling, or reaching.  
• Lifting: Occasional lifting of supplies, equipment, or inventory items may be necessary up to 15 lbs.
• Manual Dexterity: Ability to use hands and fingers for tasks such as typing, writing, operating computer systems, handling paperwork, and managing inventory.
• Vision: Clear vision and ability to read written documents, computer screens, and equipment displays are essential for reviewing reports, analyzing data, and assessing operations.
• Hearing: Good hearing ability is necessary for effective communication with staff, members, guests, and vendors.
• Stamina: The role may involve long hours and extended periods of activity, especially during peak business periods, special events, or banquet functions.

WORK ENVIRONMENT

• Indoor/Outdoor Setting: The majority of work is performed within a closed office space.
• Temperature: The work environment may vary in temperature, depending on the location and season. It may include both heated and air-conditioned areas.
• Noise Level: The work environment can be fast-paced and may involve moderate to high levels of noise from general conversation and office equipment.
• Pressure: The role often involves working under pressure, especially during our busy season in the warm weather months.
• Interaction: Regular interaction with Club members, staff, guests, vendors, and other department heads is common, requiring effective communication, interpersonal skills, and diplomacy.
• Safety: Adherence to health and safety protocols.

The company is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.