Lodging Administrative Assistant

Year Round – Full Time @Winter Park Resort in Hospitality , in Other 1 job openings Email Job
  • Share:

Job Detail

  • Job Function Other
  • Education Level GED/High School
  • Schedule Preference Fixed
  • Experience Level Entry Level
  • Job Start Month May 2022
  • Job Available Until Month Year round
  • Benefits
    Free season pass to Winter Park Season and free access to all fifteen Alterra Resorts throughout North America. Discounted tickets for your friends & family Medical, dental, vision, life, AD&D, short term & long-term disability insurance, EAP, HSAs, FSAs for eligible employees 401(k) plan with generous company match for all employees Paid parental leave of up to 6 weeks for eligible employees Generous food & beverage and retail discounts,

Job Description

WINTER PARK RESORT OVERVIEW:

Who We Are: At just 67 miles away, Winter Park is the closest major mountain destination to Denver. Don’t be fooled by our convenient location, though… you’ll feel remotely tucked away in our high-country corner of the Rockies. With easy access to 765,000 acres of public land, Winter Park is home to endless adventures and an unparalleled and unfiltered Colorado experience. Whether you are fulfilling a lifelong dream to work at a ski resort or you are just wanting a change of scene, we have great jobs and an awesome experience waiting for you!

Who We Are Looking For: Winter Park Resort is a place for mountain lovers, adventure seekers, and outdoor explorers. A place to chase new experiences, marvel at the unexpected, and discover the adventure that will keep you coming back for more. Whether you are looking to have your first taste of a winter season in the Rockies or to build a long-term career, we have something for everyone.  We work to play… Are you in?

Perks & Benefits: There’s more than a free season pass waiting for you! You don’t just get a job at Winter Park, you get experience and a lifestyle. As a member of our team, you’ll enjoy a variety of perks and benefits that are available to our year-round and seasonal employees. Some examples include:

  • Free season pass to Winter Park Season and free access to all fifteen Alterra Resorts throughout North America.
  • Discounted tickets for your friends & family
  • Medical, dental, vision, life, AD&D, short term & long-term disability insurance, EAP, HSAs, FSAs for eligible employees
  • 401(k) plan with generous company match for all employees
  • Paid parental leave of up to 6 weeks for eligible employees
  • Generous food & beverage and retail discounts,
  • Onsite employee childcare based on availability, discounted equipment rentals, and plenty of opportunities for growth, advancement & year-round employment! Don’t worry the uniforms are provided!

POSITION SUMMARY:

The Administrative Assistant I is responsible for the daily administration of the Lodging Division and performing duties of the office, which include (but not limited to): phone, e-mail and in person communications with internal and external customers, system training and implementation.  The Administrative Assistant I will follow all Winter Park policies and procedures, all applicable laws (federal, state, and local), and all health and sanitation codes.

ESSENTIAL DUTIES

This position serves as the face of the Lodging Department when a guest, homeowner, tenant, realtor, etc., visits the Lodging Administrative Office. Greets everyone with a friendly and professional welcome and assists in solving issues, answering problems, finding solutions, etc.

  • Manages basic functions for the Lodging Administrative office including organization, cleanliness, communication, etc.
  • Submits and follow-ups on purchase orders and invoices into D365 for the Division.
  • Forwards and codes invoices to the appropriate manager for approval.
  • Provides support to the Lodging and Sales Teams including cross training on the Front Desk and Housekeeping, assisting Sales on events, group arrivals and special events.
  • Provides support to the Homeowner Relations team by performing owner arrival room inspections and making homeowner reservations.
  • Assists Realtors by scheduling showings or appraisals based on availability for condominiums on our rental program.
  • Maintains the HotSOS work order system including running reports, communication, and training.
  • Updates the KABA entry master codes for Fraser Crossing/Founders Pointe Lodging property and distributes codes to the team members
  • Picks-up/drops-off mail from the Winter Park Administrative building.  Sorts and distribute mail to the appropriate department.
  • Sends and receives packages from UPS/FED EX for owners and guests.  Logs and enters notes in our reservation system for guest arrivals.
  • Provide administrative support for the Vice President of Lodging and Sales, Homeowner Relations Department, as well as Village Master Association.
  • Performs clerical duties such as filing, timekeeping, interaction via phone, email, and in-person communication with guests, homeowners, and HOA management teams.
  • Provides support on D365, SMS and Medius Flow.
  • Provides project support to the Sales and Lodging teams.
  • Reconciles Corporate Credit Card on monthly basis.
  • Enters PTO/VACATION/SICK time for staff in administrative office in Ulti Pro.
  • Purchases and organizes office supplies for all lodging departments.
  • Assists with the production of divisional correspondence, including letters, emails, notices, and reports.
  • Attends all Homeowner and Board Association meetings.
  • Takes, processes, and distributes Homeowner Association meeting minutes, notices, and correspondence.
  • Organizes the Association’s monthly and annual meeting details.
  • Manages Microsoft Team and Zoom meetings for Board and Association meetings.
  • Organizes the Association’s monthly and annual meeting details.
  • Maintains all Association and Lodging files.
  • Plans and executes employee and Homeowner gatherings for the lodging department.

This job description is an overview of the scope of responsibilities and is not intended to be an inclusive list of job tasks and expectations. With the evolution of this resort and position, the responsibilities of this position may change.

EDUCATION & EXPERIENCE REQUIREMENTS

Education:
  • High School GED or higher is required
  • College degree or equivalent experience in the hospitality and sales industry is desired
Experience:
  • Previous Office Administration experience – preferred
  • Accounting/Financial experience – preferred
  • Resort experience – preferred
  • Condominium and Hotel Hospitality experience a plus
  • Ski industry experience a plus
Qualifications and Skills:
  • Strong knowledge of Microsoft Office and computer functionality required
  • SMS Reservations System experience – preferred
  • D365 experience/knowledge – preferred
  • Knowledge of conducting meetings in both Microsoft Teams and Zoom
  • Is well organized.
  • Has the ability to work independently and complete projects efficiently and on time.
  • Demonstrates proficiency in written and verbal communication.

PHYSICAL DEMANDS AND WORKING CONDITIONS

This position may be required to work evenings, weekends, and holidays.

  • Able to lift, carry, or otherwise move and position a minimum of 20 pounds on an occasional basis.
  • Manual dexterity to operate a computer and other common office equipment on a constant basis.
  • Auditory and visual acuity to operate computers, phones, mobile devices, and basic office equipment on a constant basis.
  • Ability to work in a high-volume office environment for extended periods of time sitting, bending, reaching, and speaking on a constant basis.
  • Ability to work for extended periods of time standing, walking, kneeling, pushing, and pulling on an occasional basis.
  • Talking and hearing occur continuously in the process of communicating with guests, supervisors, and other employees.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily- reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions

OTHER DUTIES AS ASSIGNED:

This position description is an overview of the scope of responsibilities for the role described above.  With the evolution of Winter Park Resort, the responsibilities of this position may change as may the dates associated with many of the tasks. During these times of change, this position requires the flexibility and willingness to accept new responsibilities and potentially transfer others. It will also be the responsibility of any employee of Winter Park Resort to be a positive influence on the transformation of the resort and its associated lines of business.

WAGE:

The base hourly pay range below represents the low and high end of Winter Park Resorts’ hourly pay range for this position. Actual pay will vary and may be above or below the range based on various factors including but not limited to experience, education, training, location, merit system, quantity or quality of production, responsibilities, and regular and/or necessary travel. The range listed is just one component of Winter Park Resorts’ total compensation package for employees. Other rewards may include many region-specific benefits.

Hourly pay: $19.00- 25.00