Pro Shop Administrative Assistant

This Pro Shop Administrative Assistant provides a wide variety of administrative support services. Performs office work directly related to sports programs, property management, and the general business operations of the association.
The Administrative Assistant also provides exemplary service in a manner consistent with the values and mission of the Castle Group. He or she performs all responsibilities while demonstrating outstanding customer service skills representative of Castle Royal Service as it relates to this function. This includes working interdepartmentally, as well as, with our external customers.

(May include some or all of the following as applicable)
• Answers telephones promptly and assists residents with questions and concerns.
• Tracks resident issues to enable Property Manager and Sports Director to identify major problems or trends.
• Assist in Pro Shop retail operations.
• Monitor and support court reservation platform.
• Maintain sports calendars.
• Maintains files, mail, binders, and office supply inventory.
• Maintains rosters, databases, mail instructions and homeowner files.
• Assists residents with inquiries.
• Ensures all safety precautions and procedures are followed while performing duties.
• Performs inspections as directed by Community Association Manager or Sports Director.
• Monitor courts (during morning play)
Walk tennis and pickleball courts at least 3x per morning (preferably at least 1x during each tennis session)
Be on call for court condition assessments
• Send notifications (using Mailchimp & Playbypoint)
• Event flyer creation, energetic promotion of events, lessons and clinics, keeping bulletin boards updated
• May be assigned other duties by Community Association Manager or Sports Director.

Education/Training/Certifications/Licenses:
High school diploma required. Associates degree with concentration in business preferred, or equivalent combination of education and experience.
Experience/Knowledge/Abilities:
Must possess strong administrative and sports background. Two (2) to Three (3) years of related work experience. Strong working knowledge of customer service principles and practices. Excellent interpersonal, office management and communications skills.
• Tennis/Pickleball experience/familiarity a plus
• Strong hospitality skills
• Strong written and verbal communication skills
• Ability to use online/mobile communication tools (email, reservation system, etc)
Computer Literacy:
Intermediate command of computer hardware/software is required; specifically, knowledge of Microsoft Windows, Word, Excel, Power Point and Outlook. Experience in maintaining a website is desired.
Language requirements:
Multiple language fluency is desirable and may be required depending on the community’s needs.
Travel and availability requirements:
May be required to travel for training sessions off-site on an infrequent, ad-hoc basis. May be occasionally required to cover for administrative staff at other communities within a reasonable commuting distance when needed.
Ability to work extended hours and weekends on an occasional, as needed basis.
Physical Requirements:
Ability to lift up to 15 lbs.; work in an upright standing or sitting position for long periods of time, may fluctuate. May handle, grasp and lift objects and packages. Reach with hands and arms, communicate, receive and exchange ideas and information. Ability to quickly and easily navigate the property/building as required to meet the job functions; complete all required forms.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Ladder use to access top storage shelves may be required.
Working conditions will require limited outdoor exposure but consist of mostly indoors controlled temperature.
Working Conditions:
The majority of work will be completed indoors in a temperature-controlled environment with little to moderate noise levels.
DISCLAIMER: This is not an all-inclusive job description. In addition, management has the right to change any portion of this job description at any time and for any reason.