Private Lesson Scheduler – Guest Services… at Evergreen… · Hakuba

POSITION: Private Lesson Scheduler – Guest Services (Privates Team Support)

POSITION SUMMARY:

The Private Lesson Scheduler plays a key back-office role within our Guest Services team, working closely with the Privates Team to allocate private lessons to instructors each day. With approximately 50–60 instructors across 4 resorts on roster, this role is essential to ensuring the smooth operation of our Private Lesson program, matching each guest with the most suitable instructor based on their needs and preferences.

Think of it as a strategic game of Tetris—balancing instructor availability, skills, guest requirements, and logistics to deliver the best possible outcomes for every private lesson. The position also includes light front-facing responsibilities, such as assisting with line-up and greeting guests, offering a great balance of behind-the-scenes coordination and occasional guest interaction.

Experience in a ski school setting is a plus, but we're also keen to hear from candidates with strong backgrounds in scheduling, rostering, or operations coordination in other industries.

POSITION DUTIES & RESPONSIBILITIES:

• Coordinate daily allocation of private lessons to instructors across four resorts based on availability, guest requirements, and instructor skill sets
• Work closely with the Guest Services Privates Team to ensure they have up-to-date information on availability and what can be sold at any time
• Collaborate with the Privates Team Leader to support on-snow lesson logistics
• Ensure booking information is complete and accurate, including all guest details necessary to match them with the best-fit instructor
• Maintain and update instructor availability and booking schedules throughout the day
• Attend private lesson line-up during key times of the day to assist with guest greeting and instructor introductions
• Support Guest Services team members in responding to private lesson queries
• Contribute to improving systems and processes for private lesson scheduling and instructor assignments

KEY SKILLS & ATTRIBUTES:

• Highly organised with excellent attention to detail
• Strong communication and collaboration skills
• Ability to multitask and manage a dynamic, high-volume schedule
• Comfortable working with scheduling software (e.g. Roomboss) and updating real-time data
• Problem-solving mindset with a focus on guest experience
• Calm under pressure and able to adapt to last-minute changes
• Enjoys working as part of a team but is capable of working independently
• Experience in a ski school environment is highly advantageous, but candidates with strong backgrounds in scheduling, rostering, or operations coordination will be seriously considered

ADDITIONAL DUTIES:

As with all roles at Evergreen, flexibility is essential. You may be asked to assist with other tasks or responsibilities outside your primary role during peak times or as operational needs arise.

GENERAL DUTIES:

Daily:

• Update and monitor lesson schedules in real time
• Communicate with instructors and team leaders about changes or updates
• Attend and assist with private lesson line-ups
• Ensure guest booking details are complete and accurate
• Support Guest Services Privates Desk with availability updates
• Identify scheduling conflicts and resolve them proactively

Weekly:

• Participate in team meetings and report on scheduling metrics/issues
• Review instructor assignments to ensure even distribution and guest satisfaction

Monthly & Seasonal:

• Participate in pre-season training and mid-season reviews
• Help develop and refine scheduling procedures for future seasons
• Assist with end-of-season reporting and wrap-up

BENEFITS OF THE ROLE:

• Play a central role in the guest experience without being front facing
• Get to know all instructors and be part of a high-functioning, collaborative team
• Help shape a new and important role within the ski school operations
• Opportunity to impact both guest satisfaction and instructor engagement

CONFIDENTIALITY & DIVERSITY

Applications at Evergreen Outdoor Center are treated with strict confidentiality and handled via our secure HR software. We are committed to providing equal opportunities to all applicants, regardless of age, gender identity, ethnicity, sexual orientation, disability status, or religion.