Senior F&B Administrative Assistant

Date:  May 16, 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 the mountains, or you already call them home, 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 and our remote Corporate team, you can join 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), 40% retail discounts, summer activities discounts, wellness benefits, and the chance to grow through Epic Service - our leading training and development experience.


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 Specifications:

  • Housing: Currently Available
  • Expected Pay Range: $21.59 - $27.00
  • Shift & Schedule Availability: Full Time
  • Skill Level: Advanced


Keystone Hospitality has a varied collection of high performing food and beverage establishments spread throughout Keystone Resort.  The individual outlets range from large convention center, to quaint bed & breakfast to signature dining to quick serve market to hotel coffee shop.  The Senior Administrative Assistant lends to the success of all these operations and the entire food and beverage department as a whole with key support in the execution of administrative duties required to keep the operations running efficiently.  This position supports the hospitality f&b director and each of the individual outlet management teams with administrative tasks in the areas of recruitment, onboarding, employee certification training and tracking, department project tracking, capital project procurement support and tracking, inventory support,  operating license renewals, quality control audit tracking, outlet online presence management and reservation inventory management.   


This position will have regular contact with all f&b outlet managers as well as the key stakeholders of the resort and company.  The right candidate will have a strong interest in food and beverage operations with a desire to grow within the organization.This is a dynamic role that requires excellent communication skills, strong time management, proactive planning, a willingness to learn, and finds satisfaction in working on a varied range of tasks from day to day.   Success will be recognized through the success of the department as a whole and its individual outlets.  The right candidate will take satisfaction working autonomously and as a member of a high performing team.


Job Responsibilities:

  • Liaison for department leaders for all facets of the hiring and onboarding processes including international visa employee recruitment, posting of job openings, hiring process tracking, perform reference checks, tracking / maintaining housing allocations and assignments and new employee training tracking.
  • Train employees seasonally to ensure compliance with TiPS and ServSafe certification and Vail Resorts Epic Service training.
  • Department and outlet project tracking; outlet auditing and reporting.
  • Seasonal operations support regarding vendor contract maintenance; employee certification tracking; Menu design, formatting, editing;  compile and communicate outlet seasonal operational schedules
  • Festival and event management including planning,  overall schedule ownership, internal and external communications, event permitting with county govt.,  tracking of equipment requests and logistics
  • Support outlets with month end inventory deadlines, invoice accrual clean up and receiving
  • Liquor license and Retail food license renewals with summit county and the State of Colorado
  • F&B Director support in the form of communication with department stakeholders, departmental meeting administrative tasks, and weekly social media reporting
  • Create, receive and maintain accurate purchase orders for all restaurant needs to include food, beverages, services and supplies
  • Troubleshoot and manage monthly accruals, weekly open invoices and other purchasing related reporting
  • Work with Accounts Payable and multiple outside vendors to reconcile statements, acquire quotes, check payments, etc.
  • Assist General Managers with monthly financial reviews and act as a resource
  • Assist in Coupa training for new managers
  • Main oversight of the Admin budget to consist of employee relations, training, employee recruiting and uniform accounts.
  • Oversight/tracking of capital budgets for F&B / Rec department. Create and submit open & close packets.
  • Create journal entries to reconcile the books monthly for food & beverage cost transfers, in house group or event charges, etc.
  • License oversight to include obtaining new licenses and renewals of liquor, retail food establishment and other licenses for all F&B outlets
  • Maintain control of restaurant keys and oversee handout of keys when new managers start work. Obtain extra key copies as necessary
  • Maintain control of keypad lock codes. Issue new codes as new managers arrive. Remove old codes as managers leave. Program all restaurant keypads as necessary.
  • Assist with menu layout & design for printed and digital menus as well as event promotion, website and table tent content. Create restaurant signage to brand standards as necessary.
  • Assist dept during resort events, holidays or busy times of year; wherever needed.
  • Basic filing & Administrative duties; running errands, sorting/routing mail, etc., copier maintenance oversight to include ordering supplies, toner and repairs as necessary as well as training new staff on proper use of the equipment, organize meetings, and take meeting minutes when necessary.
  • Maintain order of network computer drive following Corporate/SOX records retention procedures.


Job Qualifications:

  • Experience Preferred: 2+ years hospitality or f&b; 2+ years administrative
  • Communication Skills: Strong verbal and written communication skills in English. Spanish a plus.
  • Customer-focused: Passionate about the employee and guest experience and how to deliver “the experience of a lifetime” to all.
  • Technological Skills: High level of proficiency with Microsoft Office products and online collaboration tools. Exposure to procurement systems; reservation management; Point of Sale programming.  Overall agility in adapting to technology.

The expected pay range is $21.59 - $27.00. 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 494290

Nearest Major Market: Denver