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