Reports To
President & CEO
Summary
The Administrative Coordinator performs administrative duties for Marmot Basin and provides direct support to the Management Team. This is a front-line, customer service-oriented position that completes varied administrative duties across the Company’s departments.
This is a full-time year-round position located at Marmot Basin. Winter scheduling consists of 5x 8hr shifts, scheduled as per Company requirements. Summer scheduling consists of 4x 10hr shifts, Mon-Thurs. Company transport is available for all staff between the townsite and Marmot Basin.
Alberta Employment Standards regarding probationary periods & employment apply.
Administrative & Office Support
- Provide administrative support to all departments across the Company
- Answer and direct guest and staff inquiries in person, by phone, and by email
- Schedule meetings, prepare agendas, record meeting minutes, and distribute meeting documentation
- Create and distribute time-sensitive communications, including emails and mass text messages
- Update and maintain company documents, forms, and information
- Support company projects through administrative coordination, documentation, filing and data management
- Coordinate postage, courier services, shipping, receiving, and town runs
- Handle confidential information with discretion
- All other duties as assigned
Operational & Departmental Support
- Assist with e-commerce product validation and system updates as required
- Perform radio dispatch duties during summer operations (May–October)
- Support the Finance department as required with reporting, record keeping, and filing
- Manage inventory levels for office supplies and on-mountain resources
- Process operational purchases using a company credit card and prepare expense reports with supporting documentation
- Periodically provide assistance to the Group Sales & Snow School departments to ensure large groups are organized and have an exceptional experience
- Train administrative coverage personnel for days off
- Provide customer service assistance in the Guest Services department when necessary
- Collaborate with the Guest Services, Town Store, and Central Reservations teams to provide assistance and training when required
- Support seasonal operational projects and special events
- Assist the Human Resources Department with onboarding, employee filing, and general administrative tasks
- Assist the Staff Accommodations Team with move-ins, move-outs, inspections, and related administrative tasks
- Communicate with other ski areas to prepare the reciprocal program and assist Human Resources with the process
- Maintain monthly tenant rent spreadsheets and supporting documentation as required
- Work with the Vice President of Marketing & Sales to organize and communicate prize letters, donations, etc.
- Support and assist with the departmental uniform processes
- Assist wherever needed, adapting to changing priorities and supporting departments with daily operations, projects, and company initiatives
- All other duties as assigned
Team & Company Support
- Work collaboratively with departments to ensure consistent communication and information sharing
- Serve as an active member of both the Safety Committee (winter and summer season) and the Staff Committee (year-round) by attending meetings, participating in committee initiatives, and assisting with the planning, preparation, and coordination of staff events and activities
- Record and distribute meeting minutes for the Mountain Operations Meetings at mid-mountain (winter season)
- Support departments across the Company by assisting with administrative, operational, and project-based tasks
- Exercise sound judgment and maintain strict confidentiality when handling all information
- All other duties as assigned
Qualifications
- Experience in office administration, administrative coordination, or a similar support role is required
- Experience providing direct customer service in person, by telephone, and through email correspondence
- Excellent professional communication skills, both written and verbal
- Strong organizational, multitasking, and problem-solving skills with exceptional attention to detail
- Advanced proficiency with Microsoft Office, including strong working knowledge of Microsoft Excel for spreadsheets, reporting, and data management
- Ability to work independently while managing multiple priorities, as well as collaboratively within a cross-functional team
- Ability to exercise sound judgment and maintain strict confidentiality while handling sensitive information
- Experience in the tourism and/or ski industry is considered an asset
- Valid Alberta Class 5 Driver's Licence with a clear driving abstract
- Intermediate skiing or snowboarding ability with personally owned equipment
Key Attributes
- Friendly, professional, and service-oriented
- Organized, detail-oriented, and dependable
- Adaptable and comfortable managing a variety of responsibilities
- Self-motivated with the ability to work independently and as part of a team
- Collaborative and willing to support departments across the Company
- Professional, trustworthy, and committed to maintaining confidentiality
