Carriage and Trail Barn Administrative Assistant - Flex

The Equestrian Center Administrative Assistant will provide a wide range of administrative support for the department and for the leadership team to include fielding inquiries and requests from guests; selling all offerings including special event bookings; invoicing and payment processing; and serving as a point of contact for departmental communications and company information. Position includes direct contact with guests through telephone, email and face-to-face interaction. Other duties may include maintaining records for horses and staff, distributing reports; purchasing and inventory control; writing/typing correspondence and other documents; answering calls; and assisting with special projects. The incumbent will also be expected to provide general assistance for the department, leadership, and the company as required.

Schedule can very, but is generally 7:45am-6:15pm, Friday-Sunday

Job Duties

1.Acts as department/location receptionist; greets and assists guests; answers calls and returns/routes messages; sells all offerings including special event bookings; responds to e-mails and assists with other correspondence; tracks and manages contracts, waivers, horse medical and farrier records and other paperwork.
2. Serves as communications point of contact for department with staff and guests; assists in coordinating inventory edits, guest communications, and informational updates in point of sale platform; coordinates web site updates and other materials with Marketing.
3. Assists in maintaining vet and farrier schedules, vendor deliveries, and calendars.
4. Records, tracks, and processes invoices, payment transactions, and reconciliations.
5. Submits and coordinates work-orders, liaises with other departments on operational and communication needs.

Additional Job Responsibilities

1. Gathers vendors quotes for project planning.
2. Supports with project and program planning and budget initiatives.
3. May assist with emergencies and before/after hours duties as needed.
4. May fill in and assist at Equestrian Center
5. General assistance and support for department, leadership, and company.

Qualifications

1. High school diploma. Additional education, training, and/or certification(s) preferred.
2. At least two (2) years of related experience in administration. Equivalent combination of education/experience considered. Ideal candidate will have strong knowledge of equestrian operations.      
3. Demonstrated commitment to delivery of world class internal/external guest service.
4. Proficiency in Excel, Word, and PowerPoint; ability to quickly learn Biltmore's systems and procedures, as well as products and services.
5. Outstanding interpersonal and communication skills; ability to convey information clearly, concisely, and effectively to various audiences; public speaking skills a plus.
6. Excellent planning, organizational, time and project management skills; keen attention to details with focus on quality, accuracy, and service; prioritizes work, adapts.
7. Proactive, exercises good judgment; anticipates, troubleshoot; maintains confidentiality.
8. Represents company professionally at all levels, internally and externally.