Job Details

Job purpose

Responsible for supervision of front-line administration and general office administration: member and guest customer service in relation to rentals, daily accounting tasks, website maintenance, activity/meeting scheduling, and marketing communications. Offers clerical and administrative support to all operational and financial management of HSC.

Duties and Responsibilities

OFFICE ADMINISTRATOR

· Supervises Office Staff

· Delegates Duties to Office Staff

MEMBER SERVICES

· Transfers

· Membership process

· Repossessions

OPERATIONAL SUPPORT

· Assists in troubleshooting and resolving rental operational issues when needed.

· Maintains rental policies and pricing to adhere to current HSC procedures.

· Overview of ordering and receiving supplies and equipment.

· Maintain list of vendor contacts.

· Assist with budgeting for upgrades, projects, improvements, supply needs of HSC operations.

· Assists in maintaining list of HSC assets when needed.

· Coordinates with the team in the office, prime season HSC office hour schedule.

· Assists in maintaining HSC inventory.

COMMUNICATIONS SUPPORT

· Serving as a customer service representative for website communication including website troubleshooting for members.

· Committee Communications as needed

· Update and maintain website, social media accounts, Club broadcast account

· Update, maintain, and communicate changes in general rules, HSC Policy, rental policies, hunting and fishing regulations

· Assisting members and guest in interpretation of rules, regulations, policies, and procedures. 

· Assisting members with website including member validation, technical assistance, updating email and phone records of all current members.

· Assist with newsletter (Council Fire) layout, printing, and distribution to members

· Responsible for mass marketing emails (Smoke Signals) to members

· Maintains website calendar for updates, coordinates with Front Desk Attendant on summer updates when needed.

· Assist with hunting/fishing season preparation: updates and communications of latest HSC rules, Mi-DNR regulations,

· Assist manager/committee chairman with permits and reports where needed (including depredation permits/reports, fish planting, harvest reports, survey reports)

· Invoice paid advertisements

· Assists when needed with signage, including flyers (if needed), temporary and permanent · Maintain the [email protected] email address, corresponding with members, guests, vendors, businesses.

FINANCIAL SUPPORT

· Maintains accurate general ledger accounts; on a timely basis prepares journal entries as needed to amortize prepaid accounts, accrue expenses, and record any and all other entries as needed.

· Summarizes current financial status by analyzing general ledger accounts; compiling and submitting financial statements for Club management and members and other purposes (e.g., auditors) as needed.

· Invoice annual dues, assessments, airport storage rentals, golf cart storage rentals.

· Accounts payable

· Dues billing, penalty billing

· Prepares monthly journal entries

· Prepares monthly financial statements for review

· Completes monthly bank reconciliations

· Assists with weekly Payroll as needed.

· Reconciles financial discrepancies by collecting and analyzing account information.

· Documents and helps monitor internal controls.

· Provides substantial support to budget development process.

· Complies with federal, state, and local legal requirements and all related tax filings.

· Provides financial information by answering accounting procedure questions; researching and interpreting accounting policy and regulations.

· Assigns account numbers to purchases and accumulates project costs.

· Ensures security and orderly storage of financial data.

· Monitors various contracts and prompts updates as needed 

GENERAL OPERATIONS

· Team Lead in office processes or administrative tasks.

· Yearly reviews of team members

· All other assigned duties as may be needed.