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Administrative Specialist - Year Round

Date: Jul 12, 2019

Location: Park City, UT, US

Company: Vail Resorts

Reach Your Peak at Vail Resorts. You're someone who pushes boundaries and challenges the status quo. You're brave, ambitious and passionate in everything you do. And we want you on our team. Pursue your fullest potential and never settle in the quest to deliver extraordinary guest service. Join one of the world's most innovative companies and re-imagine a mountain resort experience with us. Welcome to Vail Resorts. Reach Your Peak.




Lift Operations Administrative Assistant – Being a part of great leadership team and helping the Lift Operations Team become the best in the industry so like you?  Lift Operations Administrative is exciting and inside look to the workings of leading the largest Lift Operations Department in North America. You will be able to work with great leaders, employees and guests from all over the U.S and the world.  Every day poses new experiences and challenges that will require you to be motivated and adaptable.  You will be empowered to assist in the daily operations in many different levels to create the most effective and efficient Lift Operations Team.


  • Coordinate lift operations schedule and payroll including the following:
    • Fix labor exceptions using PeopleSoft
    • Build and maintain the lift operations schedule weekly utilizing scheduling program application, adhering to departmental staffing volume needs, company standards, incorporating and mitigating staff time off requests, preferred staff schedules, approving staff shift swaps, etc.
    • Code employees punches to ensure labor dollars are allocated to correct departments and/or lines of business
    • Generate the weekly approaching overtime report for management and supervisory staff, highlighting any issues that need to be addressed in regards to labor hours.
    • Approve payroll
  • Coordinate departmental HR paperwork including the following:
    • Coordinate hiring process, including but not limited to interviews, communications and on-boarding/off-boarding.
    • Ensure that new employees are entered into position codes correctly
    • Coordinate the bi-annual performance review process with leadership team including preparing packets for supervisors to fill out for each employee mid-season and end-of season.  Ensure that reviews are completed and filed with HR
    • Maintain departmental employee files with appropriate paperwork: employee information sheets, training documents, progressive discipline, performance reviews, etc.
  • Operations support
    • Lead daily shift starts as required and help with morning meeting and sending out operators
    • Audit completion of operational logs and file according to departmental and State of Utah  standards
    • Coordinate to ensure that discipline and rewards and recognition are updated and reported out daily.  Help to organize employee events
    • Coordinate an inventory for employee events.  Facilitate prizes and distribute in a timely manner.
    • Answer office phones and direct calls to supervisors, dispatch, and manager(s) as needed
    • Train and operate aerial and/or surface lifts when needed.
    • Track and Input Departmental Key Performance Indicators and Safety Indicators in a timely manner.
  • Accounting and financial duties
    • Update and track departmental expenditures, shipping and receiving of goods utilizing spreadsheets to accurately forecast departments’ budget.
    • Coordinate with vendors to manage supply quotes, purchasing orders and invoices.
    • Enter Purchase orders into Coupa, track orders and close in a timely manner.
    • Coordinate with Procurement to research, and incorporate new vendors.
    • Code invoices and return to Accounts Payable to ensure prompt vendor payment and maintain up to date records of invoices for department.
    • Mitigate any outstanding invoices and correct.
    • Track inventory levels and costs and stay within departmental fiscal requirements.


  • High School Diploma or equivalent with minimum (1) year of relevant lift operations, lift maintenance, or mountain operations experience preferred.
  • Excellent human relations and communications skills.
  • Strong organizational, general office, and computer skills
  • Proficient with Microsoft Office Suite, specifically Word and Excel, Google Drive- Forms, Sheets and Slides
  • Ability to quickly learn new software and provide support for other users
  • Ability to deal effectively with a wide variety of company personnel, clients, vendors and contractors
  • A team player and comfortable in large working groups
  • Internal/External guest service skills
  • Safe mindset and willing to work in a safety culture. 

Becoming part of the Park City team means you’re joining one of the best ski brands in the world. The legendary Park City mountain and town are crafted from local charm and hospitality. And living and working in Park City brings its own benefits. From the hip and friendly ski-into-town cultural scene to the unrivaled Wasatch powder of America’s largest mountain resort, Park City has a pulse that’s as charming as it is rewarding. Join our team and come experience all that Park City has to offer.

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 170438

Nearest Major Market: Salt Lake City