Director of Golf Operations Job Description

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Director of Golf Operations Job Description Powered By Docstoc
					                                                   Saint Croix National GC Proprietary Information




                                         Director of Golf Operations

NEW HIRE PROCESSING ........................................................................................................................ 2
   ITEMS REQUIRED ......................................................................................................................................... 2
   INSTRUCTIONS ............................................................................................................................................. 2
PAYROLL .................................................................................................................................................... 3
TIME CARDS............................................................................................................................................... 3
   DAILY CHECK ............................................................................................................................................. 3
   TO SET UP EMPLOYEE PROFILES ................................................................................................................. 3
   TO UPLOAD TIME CLOCK DATA.................................................................................................................. 4
   PROCESSING RAW PUNCHES........................................................................................................................ 4
   CORRECT WORKING PUNCHES .................................................................................................................... 5
   POSTING PAY PERIODS ................................................................................................................................ 5
   REPORTING.................................................................................................................................................. 5
   TIME CARD NUMBERS ................................................................................................................................. 6
EXPENSE REPORT .................................................................................................................................... 6
OFFICIAL VEHICLE ................................................................................................................................. 6
INSPECTIONS ............................................................................................................................................. 6
GOLF COURSE ........................................................................................................................................... 7
   POND BALLS ............................................................................................................................................... 7
   PACE OF PLAY ............................................................................................................................................. 7
   RANGE BALLS ............................................................................................................................................. 7
   HAZARD & O.B. PAINTING .......................................................................................................................... 7
   GUEST SURVEYS ......................................................................................................................................... 7
TEE SHEET MANAGEMENT ................................................................................................................... 9
   SPRING ........................................................................................................................................................ 9
   SUMMER...................................................................................................................................................... 9
   FALL ........................................................................................................................................................... 9
   FROST DELAY OPTIONS ............................................................................................................................... 9
   TEEMASTER TEE SHEET .............................................................................................................................10
     Access ....................................................................................................................................................10
     Course Message Configuration .............................................................................................................10
     Archives .................................................................................................................................................10
ROUTINE MAINTENANCE .....................................................................................................................10
   PROPANE ....................................................................................................................................................10
THE SAFE (TBR) .......................................................................................................................................11
BANKING ....................................................................................................................................................11
TELEPHONES ............................................................................................................................................11
   PAY TELEPHONES .......................................................................................................................................11
   TOSHIBA TELEPHONE SYSTEM ...................................................................................................................11
   VOICE MAIL ...............................................................................................................................................12




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                                      Saint Croix National GC Proprietary Information




                                        New Hire Processing
Items Required

          Employment Applications
          Job Description
          New Hire Packet
                Employee Checklist
                Employee Handbook
                W4 Form
                I9 Form
                Wage Withholding Form
          Time Card
          Uniform, Nametag, Cap and Windbreaker (if necessary)


Instructions

          A. Administrative Procedure
               1.   Make sure all items are in the New Hire Packet and the new hire has filled out all forms
                    including the Employment Agreement completely.
               2. Give the new employee his or her specific job description.
               3. Prepare the file folder with the employee’s information.
               4. Assign a new cashier ID if the employee will be using the cash register,
                  record the number on the employee checklist, and in the Excel
                  Spreadsheet.
               5. Add the new cashier ID # to the cash register and to the Credit Card
                  Machine, if applicable. (See Register Training for instructions).
               6. Send the file to JP Golf Management. All employee files will be kept at JP
                  Golf Management.

          B. Training Procedure
               1.   Highlight important points in the employee handbook.
               2. Explain the employee’s classification and what the eligibilities are for that
                  classification.
               3. Inform the employee when payday is and for what period of work.
               4. All new employees must complete training in the following areas:
                  a. Injury reporting
                  b. Timecard procedures
               5.   Instruct the employee on how to use the time clock. Instruct the employee to inform you
                    immediately if he or she forgets to punch in or out.
               6. Go through training specific to the employee’s job.
               7. Show the employee the entire course and answer any questions.

          C. Office Procedure
             1. Discuss the uniform policy with the employee.



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                                      Saint Croix National GC Proprietary Information



               2.   Ask the employee what name he/she would like on the nametag (prepare nametag as soon
                    as possible.
               3.   If shirts are in stock, issue two shirts and advise the employee the cost of the shirts.
               4.   Ask the employee if he/she wants a windbreaker (needed if working outside). Ask the
                    size needed and order (if not on order).

          D. Timecard Procedure
             To set up a new employee on ETC, see ADMIN Section of this SOP


          E. Uniform Issuance Policy
             Maintenance
                         Staff Shirts – 2 Free. All other staff shirts purchased at wholesale cost - $14.00
                         Staff caps – Free due to ordering mistake
                         Wind shirt – Purchase at wholesale cost - $23.95

               Operations
                              Staff Shirts – 1 Free. All other staff shirts purchased at wholesale cost - $14.00
                              Staff caps - $5.00
                              Wind shirt – Purchased at $12.00



                                                      Payroll
       Pay periods end at close of business every other Sunday. Payroll reports are due
to JP Golf Management by noon on the Monday following the close of the pay period.

          Employees are paid the Friday following the close of the pay period.


                                                 Time Cards

Daily Check

A daily check on Timecards will be made at the end of the day, or when most personnel
are gone.

Use the following procedures (except Set Up Employee Profiles)

------------------------------------------------------------------------------------------------------------
----------

To Set Up Employee Profiles

Start
          Programs
                Time Clock
                      Electronic Time & Attendance

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                                      Saint Croix National GC Proprietary Information



                                        The USER NAME is
                                        The PASSWORD is
The main window appears

Setup
       Employee Profiles – click on an employee #, assign ETC Card #, enter employee
information, etc.
       Click on Department Pay and Insert Pay, and then exit
       Hit F8
               Insert Base Pay
               Vacation: Keep past year-end – N
               Sick Pay: Keep past year-end – N
                       Save
                              Exit

Exit from data entry. Save changes.

------------------------------------------------------------------------------------------------------------
----------


To Upload Time Clock Data

Processing
       Clock Communications
               Local Clock Communications
                      Connect (the default is COM1) – watch the time clock run through
the swiped card numbers, remove the yellow dot in the middle of the time on the wall,
and you will hear a beep. When this is done processing…Click Exit

------------------------------------------------------------------------------------------------------------
----------



Processing Raw Punches

Processing
         Process Raw Punches
                    Start
                              OK




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                                      Saint Croix National GC Proprietary Information




Correct Working Punches

Processing
         Correct Working Punches
View each employee by clicking the right arrow (>) key
Review each employee to ensure that in/out is OK so you don’t have an error or
something like
         in, out, in, in, out,
If there is something out of order, add or delete the correct times. Usually, not always, an
error is shown in red.
When you’ve done all the employees, hit F8 (View Mode ALL)

          Verify
                    Start
                              OK
                                Exit
View all employees. If everything is OK, everything will be black. If there are any red
entries, click once on a red item, then hit F8 to view the employee’s record. Correct the
problem (usually the person hasn’t punched in or out).


------------------------------------------------------------------------------------------------------------
--------


Posting Pay Periods

Processing
       Post Pay Periods
              Review “Posting Process Started (today’s date)” -- There should be no
unverified punches. If there are, correct them. If there are none, exit.


------------------------------------------------------------------------------------------------------------
----------


Reporting


Reporting
       Time Reports
 Time Cards
 Sort by Emp #

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                                      Saint Croix National GC Proprietary Information




    Destination – Printer
    Font – Arial
    Period End Date: Put Sunday’s date
    Print

After all Time Cards have printed, fax them to JP and put the hard copies in a manila
folder which will be forwarded to JP.




Time Card Numbers

          See Employee Data sheet (Employee Data.xls) for issuance




                                             Expense Report
        Employees can be reimbursed for authorized business expenses that they have
paid out of pocket. Fill out the Expense Report and attach a copy of the original receipt
to it. Submit to JP Golf Management. See Expense Report Form.xls.



                                             Official Vehicle
        With supervisor permission, employees may, for business purposes only, use the
Green Ford F150. In most cases, use of the vehicle is encouraged vice paying mileage
for use of personal vehicle for official business.



                                                 Inspections
       Inspections will be conducted periodically and may be done without prior notice.
Naturally, informal, day-to-day observation of activities is an inspection in and of itself.




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                                      Saint Croix National GC Proprietary Information




                                                 Golf Course

Pond Balls

       Hire diver to pick pond balls two times per season – mid season and towards
season end.



Pace of Play

      Pace of play for the entire round should be periodically checked. For example:
Record cart numbers for the following start times (7am, 8am, 9am, 10am, 11am, noon,
1pm, 2pm, 3pm) using exact tee times and record the time the groups end their round.

          This should be sampled every other Saturday and every other Sunday.


Range Balls

        Driving range balls will be inventoried at the beginning of the season. Monitoring
the number in service (are we running out often?) is imperative to ensure we place more
balls into service as the season progresses. Periodic clean picking is necessary.


Hazard & O.B. Painting

       Lateral and O.B. hazards need to be painted in the grass and maintained.
Additionally, G.U.R. should be marked as well as Drop Areas.



Guest Surveys

      Guest Surveys should be conducted periodically primarily during weekend play.
Approximately 500 responses should be obtained.

          The following procedures apply:

          1. Someone will be stationed on the 18th tee box to give guests survey cards

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          2. Guests will be advised to be candid when filling out the card
          3. The card should be turned into the Clubhouse Bar in exchange for a free
             drink.
          4. Food & Beverage will turn in the cards to the Director of Golf Operations for
             review and subsequent forwarding to JP Golf Management.
          5. Feedback will be posted for all employees to review.
          6. Corrective action will be taken if enough surveys suggest a problem.




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                                      Saint Croix National GC Proprietary Information




                                      Tee Sheet Management

Spring
      We generally open the first week of April with the first tee time at 8:00am.
Followed by the following changes which are approximate.
      ~April 20th     7:30am
      ~May 6th        7:00am
               nd
      ~May 22         6:30am

        The weather forecast needs to be checked daily and cross referenced with the tee
sheet in order to maximize play (early starts) when there isn’t a frost delay expected. If a
frost delay is for certain, early tee times can be blocked to avoid long clubhouse waits by
customers.

        During the shoulder seasons, it may be necessary and more prudent to have a split
tee sheet (starting on #1 and #10 during the weekends to maximize play. Two starters are
helpful to properly get players out on the course on the right hole.



Summer
          Normal start times are 6:30am



Fall
          ~Sep 7th                  7:00am
          ~Sep 27th           7:30am
          ~Oct 5th                  8:00am

          As in the spring, the weather forecast and tee sheet should be in sync.



Frost Delay Options
        When frost delays cause disruption to a lot of players, a shotgun should be
worked out during the delay. When the OK is given to play, players can be sent out to
their designated holes.




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TeeMaster Tee Sheet

Access
        To change accesses or resolve problems, call TeeMaster and ask for Jay Adams.
For training, call Eric Taubman at 612-525-7109 or cell phone at 612-701-6575.

          The following personnel have access to TeeMaster Teesheet logon.
          Frank Postic
          Troy Koopman
          Lori Grady
          Woody Minar

          The USERIDs and PASSWORDS will NOT be given to anyone else.

Course Message Configuration
        The COURSE MESSAGE configuration is important and must be changed
whenever we have changes in rates (spring or falls specials) or messages to convey (such
as course aerification, soft spike and collared shirt policy). These messages pop up when
tee times are reserved and are to be read to customers by TeeMaster, JP Golf, and Saint
Croix National personnel as well as shown to customers when making a tee time via the
Internet.

Archives

          To access archived tee sheets from the previous year (1999) go to

http://208.132.191.200/archive




                                       Routine Maintenance
Propane

                Filler pipe is south of the front entrance sidewalk and almost in line with
the side of the building where the fence is attached. It is under the square green sprinkler
cover.




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                                      Saint Croix National GC Proprietary Information




                                             The Safe (TBR)
        The combination may only be given only to Golf Shop personnel who have keys
to the building, i.e., are authorized to open and close the business day. For emergency
use, the combination is stored in a sealed envelope taped to the side of the top drawer of
Desk #2’s cabinet.



                                                    Banking
        We use Norwest Bank in Houlton. A checking account is used by the golf course
for petty cash disbursements up to $1,000.00.
        Authorized signatures need to be changed at the beginning of the season. As of
January 28, 2000, Troy Koopman and Lynnwood Minar are signers.
        Point of Contact is Judy Knefelkamp, Personal Banker at 715-549-6355 or FAX
715-549-5920.

          Start out with the following:
          F&B - $250.00
          Golf Shop - $300.00
          19th Hole - $50.00 in fives
          Beverage Cart - $75.00 ($30 in fives , $30 in ones, and $20 in quarters)
          Halfway House - $75.00 00 ($30 in fives , $30 in ones, and $20 in quarters)

        Be sure to keep plenty of pennies, dimes, nickels, and quarters on hand as well as
fives and ones.

                                                  Telephones
Pay Telephones
          Call Ameritech to have them remove or reinstall the pay phone.
          Call Ameritech for new telephone books, if not received
          Ameritech can provide us with Yellow & White Pages of Minneapolis AND St.
Paul.


Toshiba Telephone System
          McCleod USA is the provider and repairer of our phone system.

          Our telephone lines are the following (all 715-247 area code-exchange):
          4200 Golf Shop
          4201 Golf Shop
          4202 Golf Shop
          4215 Golf Shop Fax

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                                      Saint Croix National GC Proprietary Information



          4260      Maintenance
          4266      Maintenance Fax
          4836      Computer line to TeeMaster
          2075      Fax line at Trailer
          2127      ATM Machine line in front of counter on east wall
          2104      Lines for remote broadcast (in F&B, SE baseboard)*
          2105      Lines for remote broadcast (in F&B, SE baseboard)*
                    * Use Somerset Telephone long distance service.

          We also have two jacks located on the east wall of the F&B dining area. These
          jacks are used for KFAN and other remote broadcasts. They must be activated
          and deactivated at the beginning/end of the season or when needed. Call
          Somerset Telephone: give them 10 days to activate the line. Use Somerset
          Telephone’s long distance service.


          To change telephone greeting message.
                 Press line 1 or 4200 button (you must be on 247-4200)
                 Dial 247-6245 and follow the instructions for changing the greeting.
          To change telephone voice mailbox message
                 Press line 1 or 4200 button (you must be on 247-4200)
                 Dial 247-6245 and follow the instructions for changing the password.
                 Ensure outside telephone lists are up to date.
          Ensure intercom lists are up to date.



Voice Mail

        Saint Croix National. If you here a beep-beep-beep-…. When picking up the 247-
4200, there is a voice mail message waiting. From 247-4200 only, dial 247-6245. When
asked for the mailbox number, press 1. The instructions to change the message are easy
to follow.




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