Corporate Administrator (Whitefish Mountain Resort)

WINTER SPORTS, INC.

JOB DESCRIPTION 

Title: Corporate Administrator

Department:                              Executive Office

Level:                                        Full Time Regular (FTR)

FLSA:                                        Exempt

Effective Date:                          March 2025

General Duties:  The Corporate Administrator is an important support role to the President and other members of senior management.  Because of the general diversity of the WSI business, the ability to multi-task and shift focus from one topic to the next is important.  The position will maintain, organize and manage a variety of corporate documents, greet and assist visitors and callers, coordinate meetings, travel, conference calls and maintain records of meetings as requested.  Responsible for developing and maintaining excellent communications between all levels of the resort team, mountain business associates, and guests. 

Job Relationships:

·            Reports to:  President and the Chief Financial Officer

·            Employees Supervised: None

Job Specifications:

·                     Two years of college and two years of administrative experience; or 5 years equivalent experience, college degree preferred.

·                     Web and computer software experience required, specifically Windows OS, MS Word, MS Excel, MS Outlook, MS PowerPoint, MS Access and MS Project.  

·                     Possesses strong organizational skills and highly attentive to detail.

·                     Excellent written and communication skills inclusive of drafting communications and proofreading.

·                     Ability to work independently with minimal supervision.

·                     Strong ability to protect and maintain corporate confidentiality.

·                     Strong ability to maintain customer confidence.

·                     Ability to initiate and drive coordination of meetings.

·                     Ability to multi-task in a busy environment with multiple disruptions.

·                     Demonstrated strength with interpersonal skills.

·                     Demonstrated ability to work effectively with specialized groups of diverse communication styles and needs.

·                     Ability to interact positively and effectively with all levels within the company.

·                     Ability to be flexible, innovative and resourceful.

·                     Ability to understand policies and procedures of WMR.

·                     Must be able to function effectively during time of high business demands, always dealing courteously and effectively with guest and staff.

·                     Willing to work non-routine hours, holidays, and weekends as requested by the Supervisor.

·                     Willing to help in operations during times of high customer volume. 

Specific Duties:

·                     Responsible for delivering exceptional service at all times

·                     Responsible for positive and helpful interaction with guests and team members desiring to speak with the management team on various issues.

·                     Represent the company professionally in communication with consultants, insurance agencies, government officials, attorneys, financial institution representatives and other outside parties.

·                     Provide administrative support to the company in a variety of capacities including report projects, record keeping, special projects, telephone coverage, and copier projects.

·                     Assist in scheduling or planning events, conferences, teleconferences, travel and meetings utilizing MS Outlook. 

·                     Responsible for designing filing systems and preparing data for filing by compiling and sorting information.

·                     Manage databases and manage office machine operations as requested.

·                     Responsible for negotiating and acquiring office machine contracts as needed and approved.

·                     Accomplish tasks and responsibilities while supporting and adhering to WSI policies and procedures.

·                     Schedule the use of conference rooms.

·                     Provide back-up support to the information center as needed.

·                     Provide Notary Public functions as needed.

·                     Take meeting minutes at various staff meetings. Distribute and file minutes as necessary.

·                     Manage and respond to donation requests.

·                     Direct the efficient operations of the mailroom through established procedures, training, postage meter purchases and replenishing inventories.

·                     Direct efficient operations of the copier through established procedures, training, maintenance and replenishing inventories.

·                     All other duties that may be assigned from time to time.

·                     Assist with WSI, BMDC and BMWC administrative needs. 

·                     Budgeting expenses.

·                     Act as liaison for homeowners.

·                     Create, update and track all resort agreements for programs, vendor, seasonal, events, road agreements.

·                     Track and update needed certificates of insurance with all agreements.

·                     Create and track work tickets for various Utilities.

·                     Record gross sales for business partners as stated by lease agreements.

·                     Communicate and update business partner staff discount programs for both seasons.

·                     Responsible for updating resort insurance policies for sale/purchases of all equipment.

·                     Ensuring vehicles are registered with the State, obtain license plates for new purchases.

·                     Processing of renewal applications for resort insurance policies.

·                     Processing all insurance claims to resort policy.

Safety & Wellness:

All team members must be on constant alert for any unsafe conditions and work behaviors.  This will involve, but not be limited to, periodic inspections of work and public areas. Follow up notification will be done to correct the condition or practice at the earliest possible opportunity.

Work Environment:

·                     Light physical activity required several times during the year, lifting objects of an approximate weight of 40 pounds and handling objects 10-20 pounds infrequently.

·                     Able to be seated at a desk and computer work station for extended periods of times up to 8 hours daily with limited breaks.  95% of your time will be sitting at a desk, working on a computer along with filing duties.   

·                     Must utilize stairs to access work space. 

·                     Job may require working weekends, holidays and overtime during peak demand times. 

·                     Non-smoking environment.

This job description is to be considered a general outline of the duties and responsibilities of this position and is subject to changes and revisions by Winter Sports, Inc. management at any time.   Responsibilities are listed as guidelines only and the job is not necessarily limited to these specifications.