Administrative Assistant - Golf Operations

SUMMARY:
Administrative Assistant - Golf Operations

One of the Premier Golf destinations renowned for its championship course high service standards, a strong sense of community. We are seeking a professional, organised, and detailed-oriented Administrative Assistant - Golf Operations to provide comprehensive administrative, member service, and financial support to the Golf Operations Team.

this role is central to the efficient daily functioning of the Golf club and provides administrative support across Golf bookings, member services, competitions, events, retail coordination, reporting and financial reconciliations. The successful candidate will be highly organized, service-driven, numerically competent, and capable of managing multiple priorities in a fast-paced club environment.

Qualifications:

• Grade 12 / Matric - nonnegotiable
• Relevant diploma or certificate in Administration, Bookkeeping, Finance, Hospitality or similar advantageous
• Minimum 2-3 years' experience in an administrative role
• Previous Golf club, hospitality, hotel, retail, or membership environment experience advantageous
• Basic bookkeeping and reconciliation experience essential
• Strong computer literacy in MS Office Suite - Intermediate Excel
• Experience with ClubMaster or similar club management systems advantageous
• Valid Driver's License - advantageous

• Excellent customer service orientation
• Strong attention to detail and accuracy
• Financial numeracy and reconciliation skills
• Professional communication skills
• Time management and ability to multitask
• Problem Solving and initiative
• High Level of integrity and confidentiality
• Ability to work under pressure during peak periods
• Team Player with a positive attitude

POSITION INFO:
Front Office & Member Services

• 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.

• 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

• 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

• 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

• 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

• 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

• 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.

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