Administrative Assistant

Vail Resorts•Vail, CO

14d•$21 - $25

About The Position

The Administrative Assistant supports the Lodge at Vail Engineering team through accurate financial tracking, work order coordination, owner and HOA billing, and daily office administration. The role works closely with Engineering leadership, contractors, and other departments to keep maintenance operations, projects, and records organized and on schedule. This is a year-round, full-time position with a starting pay range of $21.04–$24.75 per hour. Applicants must be at least 18 years old. Housing is available.

Requirements

Experience in administrative support, accounting coordination, purchasing, or a similar office role.
Proficiency with Microsoft Office, especially Excel and Outlook; ability to learn and use IQTrac, Coupa, and other business systems.
Strong organizational skills and attention to detail.
Ability to manage deadlines, financial records, and multiple competing priorities.
Professional communication and collaboration skills, including the ability to work effectively with Engineering leadership, hotel departments, vendors, and contractors.
At least 18 years of age.

Nice To Haves

Hospitality or facilities experience.

Responsibilities

Maintain Engineering spending records and checkbook; assist with budgets and forecasts; create, track, and receive purchase orders; process invoices; and manage Coupa entries and manual accruals.
Coordinate IQTrac work orders and tasks, including assignments, follow-up, outside contractor scheduling, and reviewing and editing parts and labor charges for hotel, owner, LACA, and VMC work.
Process owner billing and prepare monthly HOA invoices with supporting documentation; gather applicable parking, housekeeping, telecom, and Loss Prevention charges; coordinate approval and submission to Accounts Receivable.
Support capital projects by coordinating bids, schedules, purchase orders, receiving, tracking, and invoice processing.
Maintain electronic files and audit binders, including fire safety, pest control, pool logs, elevator records, preventive maintenance documentation, purchase orders, packing slips, invoices, and open service or supply orders.
Handle Engineering office correspondence by phone, email, and mail; maintain forms; coordinate contractor follow-up; and review and address Engineering-related Market Matrix items.
Perform other duties as assigned.

Benefits

Free employee ski passes and employee-discounted lift tickets for friends and family
Free ski lessons
Employee discounts on lodging, food, gear, and mountain shuttles
401(k) Retirement Plan
Employee Assistance Program
Training and professional development
Referral Program
For eligible full-time roles: health, medical, dental, and vision insurance plans (for eligible seasonal employees after working 500 hours)
For eligible full-time roles: free ski passes for dependents
For eligible full-time roles: Critical Illness and Accident plans