Golf Administrative Assistant

At Pyramid Global Hospitality, people come first. As a company that values its employees, Pyramid Global Hospitality is dedicated to creating a supportive and inclusive work environment that fosters diversity, growth, development, and wellbeing. Our commitment to a People First culture is reflected in our approach to employee development, employee benefits and our dedication to building meaningful relationships.

 

Pyramid Global Hospitality offers a range of employment benefits, including comprehensive health insurance, retirement plans, and paid time off, as well as unique perks such as on-site wellness programs, local discounts, and employee rates on hotel stays. In addition, Pyramid Global Hospitality is committed to providing ongoing training and development opportunities to help our people build the skills and knowledge they need to advance their careers.

 

Whether you are just starting out in the hospitality industry or are a seasoned professional, Pyramid Global Hospitality offers a supportive and collaborative work environment that encourages growth and fosters success, in over 230 properties worldwide. Join their team and experience the benefits of working for a company that values its employees and is committed to creating exceptional guest experiences.

 

Check out this video for more information on our great company!

 

Deeply rooted in the land, the history, and the layered richness of Oahu, at Turtle Bay you’ll find an authentic connection to a place of uncommon natural splendor and the warm, welcoming community within it. Where your days are filled with constant discovery and moments that touch your soul, allowing you to explore the uncommon depths of this remarkable coast. 

Provide clerical/secretarial and administrative support for the Golf Maintenance and Landscaping Departments, including, computer input, filing, tracing, answering telephones, printing reports, scheduling, payroll, attendance tracking, purchasing, and receiving, processing invoices, departmental records/logs, inventory maintenance, and other duties as assigned. Some supervisory duties over Golf Maintenance and Landscaping teams in the absence of Director of Agronomy and/or Landscape Manager.

 

REPORTS TO:          

Director of Golf, Director of Agronomy, Landscape Manager                                 

 

SUPERVISES:

ILWU employees from Golf Maintenance and Landscaping

 

WORK ENVIRONMENT:

Golf Maintenance Office, Maintenance Yard, Golf Shop Office, Hotel Offices and Conference Rooms

 

Job involves working:

• under variable temperature conditions (or extreme heat or cold).
• under variable noise levels.
• outdoors/indoors.
• around fumes and/or odor hazards.
• around dust and/or mite hazards.
• around chemicals.

 

KEY RELATIONSHIPS:

 

Internal:                     

Director of Golf, Director of Agronomy, Landscape Manager, Golf Maintenance and Landscaping, Golf Shop Associates, Administrative Assistants, Property Operations, Purchasing, Finance, Development, Recreation, Events, Banquets, Stewarding, Housekeeping

 

External:

Hotel guests/visitors, job applicants, vendors, corporate office personnel, Kuilima Estates East and West Resident Managers, Ocean Villas Manager

 

ESSENTIAL JOB FUNCTIONS

 

Maintain complete knowledge of and follow all departmental policies/service procedures/standards. Maintain complete knowledge of correct maintenance and use of equipment. Use equipment only as intended. Maintain familiarity with OSHA and safety regulations; update documentation as needed. Maintain complete knowledge in the use of all office equipment, computer, and manual systems. Access all functions of a computer. Set up workstation with necessary supplies and resource materials; monitor and maintain cleanliness, sanitation, and organization of assigned work areas. Complete supply requisitions and submit them to the Manager; maintain and stock office supplies, maintenance supplies and safety supplies upon receipt. Answer and route incoming calls and place outgoing calls. Answer telephone within 3 rings, using correct salutations and telephone etiquette. Handle inquiry calls when Directors and Managers are not in the office.  Record messages legibly and completely; ensure proper distribution of messages. Make telephone calls to specified individuals as requested by the Director of Agronomy and Landscape Manager. Greet all individuals arriving at offices courteously and assist with their needs.  Contact Managers and inform of visitor arrivals. Anticipate guests’ needs, respond promptly, and acknowledge all guests, however busy and whatever time of day. Always maintain positive interpersonal relations. Maintain knowledge of all Hotel services/features and hours of operation. Establish and maintain filing system procedures; prepare new employee and vendor files. Retrieve and distribute departmental mail. Make photocopies and process as specified. Type and distribute correspondence, memos, and reports as assigned according to Hotel standards. Attend designated meetings: transcribe and distribute minutes as requested. Assist Managers in contacting authorized vendors to coordinate capital expenditures. Maintain a current manual on all departmental forms and form letters with instructions. Coordinate service repairs for office equipment, ensuring minimal costs. Prepare and distribute work orders for maintenance/repairs.  Monitor completion of given work orders. Maintain confidentiality and security of specified Hotel information, correspondence, reports, and files. Review status of incomplete work and follow up actions with Managers before leaving. Transcribe and file chemical reports, irrigation reports, and equipment reports. Collect and check daily worksheets, timesheets and leave requests. Complete payroll on a twice-monthly basis. Sign up new employees with the union and provide them with uniforms and safety supplies. Serve our guests. Serve the other Turtle Bay Resort team members who serve our guests. Perform all functions as directed – you are a member of the entire Turtle Bay Resort team, not just of your department. Take personal responsibility to ensure the success of the team – the team succeeds because of your actions. Always put the team’s goals ahead of your personal agenda. Perform the security and safety function of all Turtle Bay Resort employees to ensure the security and safety of all guests and of all fellow employees - be vigilant for all safety/security issues, correct and/or report all issues immediately. Perform the housekeeping function of all Turtle Bay Resort employees – keep your work area clean and neat, and correct and/or report any housekeeping issues that you encounter outside of your work area in the public and heart-of-the-house areas. Perform your sales function – all Turtle Bay Resort employees are salespeople for the company and for the property - be knowledgeable of Turtle Bay Resort and of all aspects of your property, and always present both in the best light to guests and to the community at large. Perform your community ambassador function – get involved in your community and represent Turtle Bay Resort and your property well. Always speak first and speak last to guests in a friendly, courteous manner – every guest encounter should include this. Always greet co-workers in the same friendly, courteous manner – never pass a fellow employee without acknowledgement. Deal with all guests and fellow Turtle Bay Resort team members with respect and honesty. Present yourself properly in the workplace – full uniform including name badge, dress/uniforms clean and pressed, personal grooming always up to standard.

 

 

Essential:

2 years secretarial experience, preferably in a general labor or building trades industry. Fluency in English both verbal and in writing. Provide legible communication. Compute basic arithmetic. Ability to:

• perform job functions with attention to detail, speed, and accuracy.
• prioritize and organize.
• transcribe letters in a digital format.
• type 80 wpm accurately.
• be a calm, clear thinker, resolving problems using good judgement.
• follow directions thoroughly.
• understand guest’s service needs.
• work cohesively with co-workers as part of a team.
• work with minimal supervision.
• maintain confidentiality of information and pertinent hotel data.
• verbally relay information and instruction in a calm and direct manner.

 

Desirable:

High school graduate or equivalent vocational training certificate. Some college or business school training. Fluency in second language, preferably Ilocano/Tagalog. Previous experience in landscaping industry, preferably a Resort/Conference style hotel or golf course. Certifications of computer training. Experience with calculators or word processors. Guest relations training.

 

 

PHYSICAL ABILITIES

 

Essential:

1. Lift and transport 50 pounds.
2. Endure various physical movements throughout the work areas.
3. Reach 6” inches.
4. Remain in upright position for 60 minutes throughout work shift.
5. Satisfactorily communicate with guests, management, and co-workers to their understanding.

 

STANDARD SPECIFICATIONS

 

Requirements are representative of minimum levels of knowledge, skills and/or abilities.  To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently.  Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees, or guests.

 

A review of this description has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and requirements are essential job functions.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor/manager.

 

EOE/AAP   M/F/D/V

The compensation for this position is $23.00/Yr. - $26.00/Yr. based on qualifications and experience.