Department: Astros Golf Foundation

Reports to: Vice President, Operations

Classification: Full-Time/Exempt

Summary

The Office Administrator is responsible for providing all aspects of administrative support to the Astros Golf Foundation. This includes, but is not limited to, customer billing, vendor payments, data entry, maintaining accounting records, and routine administrative support. This position works directly with all team members and is a key contributor in keeping administrative processes running smoothly.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Receive and enter all vendor invoices into QuickBooks and facilitate payments and approvals for weekly disbursements. 
• Maintain records of all contracts and prepare invoices for customers per contractual terms.
• Maintain all supporting documentation and receipts for company purchasing cards.
• Support the Astros Golf team in all operational and administrative needs as a liaison, problem solver and facilitator.
• Nurture strong relationships with key organizational stakeholders both internally and externally.
• Coordinate logistics for any Astros Golf events, arrange travel plans for staff, and prepare and submit senior leadership expense reports, as necessary.
• Opens, screens, and distributes mail, shipments, etc.; directs mail to other departments as appropriate; prepares outgoing mail, faxes, shipments, etc. including special handling requirements such as overnight delivery.
• Prepare and mail out all Legends Club products post tournament.
• Maintain and manage all office supplies, including volunteer supply list.
• Assist with the month-end accounting close process, including providing support to ensure that bank accounts and balance sheet accounts are properly reconciled.
• Prepare accounting support for annual year-end audits.
• Manage and coordinate building use schedule for bookings and reservations.
• Coordinate facility maintenance with subcontractors.
• Perform other related duties as required or assigned.

Qualifications

• 3+ years’ experience in administrative roles.
• Reliable, self-driven individual who is resourceful and hardworking.
• Ability to adapt quickly to changing priorities/needs.
• Proficient in data entry and time management.
• Excellent organizational skills with strong attention to detail.
• Proficiency with Microsoft products (Outlook, Word, Excel, and PowerPoint).
• Strong communication skills, both verbal and written.
• Ability to prioritize workload and build positive professional relationships.
• Keen attention to detail with ability to meet hard deadlines in a fast-paced environment.
• Working knowledge of golf, QuickBooks, and/or Concur is a plus.

Work Environment

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. The noise level is usually moderate but can be loud within the golf course environment.

Physical Demands

While performing the duties of this job, the employee is regularly required to see and hear.  The employee is required to sit for long periods of time, use hands/fingers to utilize various electronic platforms. This is a largely sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets, and bend or stand on a stool as necessary.  The employee may occasionally lift or move equipment, up to 20 pounds.

Position Type and Expected Hours of Work
This is a full-time position, and typical hours of work and days are Monday through Friday, 8:30 a.m. to 5:00 p.m.  This position requires the ability to work a flexible schedule, including extended hours, evenings, weekends and holidays during and leading up to the Houston Open tournament week.

Travel

Rare travel may be expected for this position.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

EOE/M/F/Vet/Disability

Experience

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