Operations Administrative Assistant | Full Time Year Round

Overview

Perform as a generalist Administrative Assistant to the VP of Operations and the Operations department managers. Handle daily tasks and special projects to assist in the operations.

Responsibilities

• Lead for the general administrative functions of the Operations Division office work.
• Responsible for updating resort information for the Maintenance Center, including daily snow reports, function sheets and contact listings.
• Assists with the set up and administration of daily meetings with staff and is responsible for meeting note-taking. Composes routine correspondence.
• Responsible for organization and upkeep of filing system.  Responsible for tracking, organizing, implementation of plowing and shuttle bus contracts and payment with respective homeowners and associations.
• Provides training and assistance to the Operations Division managers and key personnel with company systems and processes (i.e.: UKG time and attendance system, Concur, Excel, Word, Icims, Manager Plus, etc.)
• Supports Manager’s Human Resources duties and Payroll department duties on a regular basis.
• Responsible for documenting changes to time clock punches, PTO and sick time off request forms and assisting managers with approving time hours.
• Assists Operations Division managers with Icims applications for open positions, organization, sets up interviews and follow up,
• Assists Managers with Team Member hiring, change and separations forms.
• Assists managers with departmental training programs. Coordinates with managers on uniform orders, inventory, distribution, collection, storage and cleanliness.
• Assists with goals reporting, end of season wrap-up documents and other administrative requirements.
• Works with managers on creating and updating Operations Plans to be viable management tools.
• Assists with setting up and tracking training programs pertaining to safety topics and equipment usage
• Responsible for handling paperwork to complete the Loon license process. Assists with dailyjoa safety and service meetings and monthly workplace safety walkthroughs.
• Tracks Job Hazard Analysis (JHA) for each department.
• Works on special projects (i.e. safety programs, special events, goals program)
• Interface with outside vendors and contractors. Responsible for coordinating and preparation of in-house contracts and preparation of permit/licensing applications. Responsible for distributing copies of executed contracts to key resort personnel.
• Coordinate radio inventory and tracking. 
• Assists the transportation department coordinator with administrative duties for shuttle bus driver requirements and reporting.
• Works with Operations division managers and employees to prepare, maintain and track purchases on a weekly basis. Assists in preparation of annual budgets and other financial matters.
• Prepare and track billing request for third parties and coordinate invoicing and collection with accounting.
• Prepare purchase requisitions for capital projects, track activity from order to invoice payment.
• Act as operations liaison with accounting to resolve accounts payable issues.
• Works with VP of Operations on South Mountain expansion administrative planning.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

RESPONSIBILITIES TO SAFETY:

SUPERVISORY RESPONSIBILITIES

This position does not have any direct supervisory responsibilities.

Qualifications

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Some college level experience preferred or three to five years experience with general administrative work.  Solid experience with Microsoft office required.

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.