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Administrative Coordinator, Guest Experience

2 weeks ago

Calgary, Canada Winsport Full time

**Scope of Position**:
Reporting to the Director, Guest Experience, the Administrative Coordinator of Guest Experience will play a crucial role in supporting the smooth operation of the Guest Experience department. This position is responsible for providing administrative support to the guest experience team, assisting with coordination, communication, and documentation to facilitate seamless guest interactions and enhance overall satisfaction.

You strive to approach your work to align with our 4 key behaviours which are at the core of who we are and what we do at WinSport.

We are **Safe**

We are **Welcoming**

We are **Inspiring**

And we are **Creative**

**Responsibilities**:
**Administrative Support**:

- Schedule and facilitate effective weekly leadership meetings
- Maintain organized and up-to-date files, records, and databases related to business units
- Assist with budget planning and maintenance throughout the fiscal year
- Handling of invoices, supplies orders and purchasing (up to $2500)
- Generate daily/weekly maintenance of reports analyzing data related to guest visits for senior leadership team
- Work closely with the accounting team to ensure accuracy in month-end tasks related to POS cashouts
- Assist internal and external stakeholders with researching specific requests; ensuring feedback is shared in a timely manner
- Assist with Team member scheduling, shift swaps and sick call coverage
- Assist with designing and updating operating system guidelines and training manuals
- Updating operational calendars and informing key stakeholders of any changes or edits
- Maintaining and organizing digital and physical records
- Providing ongoing training to team members and management
- Be mindful of all safety hazards/concerns within the work environment and ensure all safety issues are reported to the appropriate individuals
- Other duties shall be assigned as required.

**Communication**:

- Weekly updates, training documents, quick reference documents:

- Create and maintain seasonal and annual Microsoft Teams channels for main point of communication with frontline team
- Coordinate communication between departments to ensure alignment and collaboration in delivering exceptional guest experiences
- Communicate, coordinate, and distribute seasonal reciprocal programs

**Quality Assurance**:

- Net Promoter Score
- Assist in monitoring guest feedback and satisfaction levels, documenting trends, and identifying areas for improvement
- Support the implementation of quality assurance initiatives to ensure consistency and excellence in guest service delivery.

**Training and Development Assistance**:

- Assist in organizing and coordinating seasonal training sessions alongside leadership team
- Maintain training materials and resources, updating them as needed to reflect changes in procedures or best practices.
- Key power user for POS and eCommerce systems

**Qualifications**:

- Post-secondary in business administration or equivalent is preferred; additional qualifications in office administration or related field preferred.
- 3+ years of proven experience in an administrative role, preferably in a fast-paced environment.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Strong organizational and time management skills.
- Excellent verbal and written communication skills.
- Ability to work independently and as part of a team.
- Attention to detail and a high level of accuracy.
- Ability to handle sensitive information with confidentiality.
- Resourceful and flexible.

**Physical Demands**:

- Office environment

**Why Work With Us?**:

- Be part of a fun, passionate team that values creativity and innovation
- Work in a unique environment that blends sport, recreation, and entertainment
- Opportunity to contribute to meaningful projects seen by thousands of visitors each year
- Access to WinSport facilities and Team Member perks