Administrative Analyst- Country Club

About the Role

This position performs highly responsible management, administrative, and complex professional support work assisting the Director in the overall administration and operation of the Coral Gables Country Club. The role plays a critical part in planning, coordinating, and implementing departmental initiatives while providing administrative, financial, and operational support across multiple divisions. Work emphasizes fiscal management, including budget development and administration, accounts payable and receivable, financial reporting, procurement, records management, and operational planning.

The incumbent exercises independent judgment in coordinating daily operations, analyzing operational and financial needs, allocating resources, resolving administrative issues, and implementing process improvements to enhance efficiency, customer service, and fiscal accountability. The position provides support across all Country Club divisions and may require assistance during evenings, weekends, holidays, and special events.

Responsibilities

• Serves as the primary administrative and operational support to the Director, assisting with planning, coordination, and execution of departmental priorities and strategic initiatives.
• Assists the Director in matters related to departmental fiscal, administrative, and budgetary policy.
• Provides administrative, financial, and operational support across all divisions, including the Event Venue, Athletic Club, Le Parc Café, Golf, and Tennis Operations.
• Coordinates and monitors accounts payable and receivable activities, ensuring timely processing of invoices, vendor payments, deposits, customer billing, collections, and financial documentation.
• Assists in developing, preparing, monitoring, and managing departmental operating budgets; reviews expenditures, tracks revenues, reconciles accounts, prepares budget forecasts, and identifies cost-saving opportunities.
• Prepares financial reports, budget analyses, revenue summaries, productivity reports, and operational metrics for the Director and executive leadership.
• Assists with purchasing, procurement, contract administration, vendor coordination, inventory management, and processing of purchase orders in accordance with City policies.
• Develops, implements, and maintains administrative procedures to improve operational efficiency, internal controls, documentation, and record management.
• Assists in developing, implementing, and monitoring departmental policies and operational initiatives while ensuring compliance with City policies, financial regulations, and Florida records retention requirements.
• Coordinates interdepartmental communication and serves as a liaison between Country Club divisions, City departments, vendors, contractors, members, and the public.
• Supervises assigned administrative support staff and temporary personnel, including training and coaching.
• Assists with employee onboarding, training, payroll coordination, and administrative support functions for multiple operating divisions.
• Provides administrative support for special events, tournaments, community programs, meetings, and other Country Club functions.
• Oversees and maintains departmental records, files, contracts, permits, licenses, and other confidential documents, ensuring accuracy and compliance.
• Reviews applications, contracts, invoices, reports, correspondence, and other documents for completeness and accuracy prior to submission.
• Develops and analyzes statistical and productivity reports, making recommendations to the Director for streamlining operations.
• Assists the Director in implementing and monitoring new initiatives; establishes benchmarks to measure efficiency and allocates resources as needed.
• Responds to customer inquiries, member concerns, vendor requests, and operational issues, ensuring timely resolution and exceptional customer service.
• Coordinates departmental and city board meetings, prepares agendas, records meeting minutes, and follows up on assigned action items.
• Exercises sound independent judgment while maintaining confidentiality regarding personnel, financial, contractual, and operational matters.
• Provides support and operational coverage during evenings, weekends, holidays, and special events, including serving as supervisor on duty when needed.
• Assumes facility roles such as special events, venue rentals, facility openings and closings, and Athletic Club operations as required.
• Performs other related duties as assigned.

Requirements

• Bachelor’s Degree in recreation, leisure service, public administration, business administration, finance, or a related field.
• Three (3) years of administrative experience in a public facility or municipality.
• Valid Florida Driver’s License.
• A comparable amount of training or experience may be substituted for the minimum qualifications.