Administrative Assistant_The Hythe Vail, A Marriott Luxury Collection Property

Vail Resorts•Vail, CO

9d•$21 - $26•Onsite

About The Position

This role provides administrative office functions and is responsible for the accuracy of the engineering department's financials. The individual will act as a department administrator for TRANSCENDENT and GXP, which are engineering work order programs. They will maintain financial tracking through a checkbook accounting system, manage Coupa ordering and receiving, and play a critical role in the accuracy of engineering P&Ls. This position will administratively assist staff with timesheets, entry and organization of work orders, and tracking parts (and costs) used in performing engineering work.

Requirements

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

Responsibilities

Work closely and with regularity with stakeholder groups including 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.
Be the market expert in the Engineering Systems (GXP) and 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.
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.
Schedule 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.
Seek competitive pricing on parts, bids.
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

Benefits

Free passes for employees
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
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