Job Description

Reports To
President & CEO

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