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Administrative Specialist

Date:  Jan 17, 2023

Keystone, CO, US

Company:  Keystone Resort
Shift Type:  Year Round


Create Your Experience of a Lifetime!


Come work and play in the mountains!  Whether it’s your first time seeing snow or you were born on the slopes, joining our team means discovering (or re-discovering!) a passion for the outdoors while building lifelong connections with teammates and guests from around the world. 


With 40+ resorts across 3 continents, you can join our team for a season or stay to build a career. From day one, you'll receive some of the highest compensation rates in the industry, 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, and wellness benefits to fuel your success. 


Job Benefits

  • 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, mountain shuttles AND during the summer on bike haul, golf and other activities 
  • 401(k) Retirement Plan  
  • Employee Assistance Program 
  • Excellent training and professional development 
  • Referral Program 


Full Time roles are eligible for the above, plus: 

  • 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 




Job Summary:

  • Supports the Food and Beverage Senior Director and Senior Managers with general administrative assistance.
  • Supports on-mountain restaurant managers and staff, with paperwork, timekeeping and payroll, administrative organization, training, financial data entry and tracking, etc.


Job Specifications:  

  • Outlet:  Food & Beverage
  • Expected Pay Range: $21.63 - $32.93 
  • Shift & Schedule Availability:  Full Time, Year Round
  • Skill Level: Intermediate, Advanced  


Job Responsibilities:

  • Basic filing and administrative duties.
  • Organize meetings and take meeting minutes as necessary. Assistance keeping F&B Management team on track to meet deadlines for meetings or information requests
  • Maintain security of sensitive paperwork and confidential information.
  • Maintain order of network computer drive following Corporate/SOX records retention procedures.
  • Issue network systems access for newly hired managers.
  • Complete annual liquor license renewals and assist with Manager change paperwork.
  • Track capital projects. Provide Finance team with monthly capital forecasts. Submit open and close packets on capital projects.
  • Create purchase orders for department orders of supplies, goods & services (other than food & beverages). Receive goods & services in procurement system. Follow-up with Accounts Payable and vendors regarding invoice payment information.
  • Resolution assistance of invoice and purchase order errors including monthly accrual reviews.
  • Journal entries to reconcile the books monthly for food & beverage cost transfers, in-house groups, etc.
  • Infogenesis programming to update cash register buttons.
  • Assist in the employee hiring process. Complete step 2 of the new employee I-9 with newly hired employees.
  • Communicate with hired staff prior to their arrival to provide necessary onboarding information. Create “keep warm” employee newsletter content and send to hired staff at regular intervals, prior to their arrival.
  • Enter employee hire details to have employee activated in their role and properly coded to their assigned restaurant prior to employee starting work in their assigned restaurant.
  • Employee Housing liaison; maintain accuracy of department employee housing allocation. Notify Employee Housing team of housing approvals, waiting list or un-approved reservations.
  • Maintain employee roster & housing roster for accuracy.
  • Assist with payroll, timekeeping, transfer and separation entries for seasonal staff as requested.
  • Report completion of employee trainings/certifications.
  • Conduct TIPS trainings.
  • Administer department employee rewards program such as employee of the month to include creating a flyer/advertisement to staff, creating a nomination process, tracking/distributing nominations, booking event space for in-person events, ordering reward items, creating certificates for winners and distributing rewards.
  • Assist in restaurants as needed; cashiering/stocking, bussing tables, hosting, cleaning/stocking restrooms, dishwashing and/or cooking.


Job Qualifications

  • High school diploma/GED –required. Some college -preferred
  • Previous restaurant experience –preferred
  • Previous Human Resources experience – preferred
  • Previous office/administrative experience -required
  • ServSafe Manager and/or Food Handler certification and TIPS certification -required (will train within 30 days of hire if not certified)
  • Proficiency in Microsoft Office (Outlook, Word, Excel, Teams, Powerpoint) –required
  • Software knowledge – Peoplesoft Financials, Peoplesoft HR, Coupa, Success Factors, Sling, Google Forms, Sign-up Genius – preferred
  • Fluent English language skills (verbal and written) – required, Spanish -preferred

The expected pay range is $21.63 - $32.93. This is the pay range we reasonably expect to pay for this position. Individual compensation decisions are based on a variety of factors.


Vail Resorts is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other status protected by applicable law.


Requisition ID 492246

Nearest Major Market: Denver