Administrative Assistant_The Hythe Vail, A… at Vail Resorts · Vail

Summary: Vail Resorts is a company that operates 40+ resorts across 3 continents, providing a unique experience in the outdoors. They are seeking an Administrative Assistant to support the engineering department by managing financial tracking, assisting with work orders, and ensuring accurate reporting and invoicing. Responsibilities: - This position will need to work closely and with regularity with their stakeholder groups in addition to their direct boss. Stakeholder groups to include: Chief Engineers and engineering teams at each property, Other Market Property Managers, General Managers, Finance Team and Loss Prevention Manager - Act as department administrator for GXP programs – Attending GXP Training - They will be the market experts in the Engineering Systems (GXP) and will be responsible for review of billing related commentary by the techs to ensure accuracy and clarity in comments and time billed via these systems - When needed, step in for Chief to assign work requests and clarify the priority of requests and follow up with technicians on the status of work requests - This could come up when a Chief role is vacant, and/or when covering for a chief who may be out of office, and/or providing additional support alongside of the Chief’s when the volume necessitates - Create and review reports (Transcendent) showing productivity, hours worked by each tech, repeat incidents, and current open issues, deferred issues, out of order units, and billing - Maintain financial tracking through the use of a checkbook accounting system which includes budget tracking, forecast tracking, order tracking, project tracking, maintaining labor, op-ex and cap-ex in line with approved budgets and forecasts. Scheduling work as purchase orders are approved, working closely with accounting, property managers, and property chiefs to monitor orders and financial pacing (both expense and revenue) for all engineering departments - When needed, may assist in creation of PO’s and communication to Vendors. This role may be tasked with seek competitive pricing on parts, bids. This role will assist with receiving orders in coupa as items are delivered directly to each property - Ensure Vendor Invoices are accurate and are processed for payment, utilize OnBase for Invoice research and management - Reconcile Procurement Accruals Report each month - Ensure all invoices are loaded into Coupa on a regular basis and that once in Coupa, managed appropriately to ensure accurate financial reporting - Advise and participate in Budget process, assist property chiefs and Property Managers with budgeting, forecasting, and research during trial and final close each month - Create and review end of monthly billing reports for both HOA and Lodging operations, utilizing engineering systems information and manual tracking methods - Support Chief’s in compiling the agenda items for Engineering Meetings, and take minutes during the meetings - Regular scheduled meetings with the Chief’s and Property Managers at each location - Assist with shipping and receiving when needed and work closely with Warehouse Manager to ensure accuracy of op-ex spend - Support Chief’s and PMs with employee relations, team building, and department meetings - Assist property when Engineering Manager is out of the office or unavailable - Other duties as assigned Required Qualifications: - Must have high school diploma or equivalent - Must have a valid CO drivers license or the ability to get one upon being hired - Able to communicate in English - Proficient in Microsoft Office - Punctual and on site attendance required - Possess the ability to work well in a team environment - Detail oriented - Must be able to work under pressure - Must be fun - Must be approachable Required Skills: Microsoft Office, GXP engineering work order program, Transcendent reporting system, Coupa procurement system, OnBase invoice management, Checkbook accounting system, Budgeting and forecasting, Invoice reconciliation, Approachability Benefits: Free Epic pass(es) along with free ski and snowboard lessons, 40% retail discounts, The chance to grow through Epic Service - our leading training and development experience, Wellness benefits to fuel your success, Ski/Mountain Perks! Free passes for employees, employee discounted lift tickets for friends and family AND free ski lessons, MORE employee discounts on lodging, food, gear, and mountain shuttles, 401(k) Retirement Plan, Employee Assistance Program, Excellent training and professional development, Referral Program, Health Insurance; Medical Insurance, Dental Insurance, and Vision Insurance plans (for eligible seasonal employees after working 500 hours), Free ski passes for dependents, Critical Illness and Accident plans, Housing Availability: Yes