Administrative Coordinator

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