Retail Administrative Assistant - Yellowstone National Park

Xanterra Travel Collection•Mammoth, WY

6d•Onsite

About The Position

This position provides administrative and operational support for Yellowstone retail operations and the Inspired by Yellowstone Artists Program, including coordinating artist events, managing inventory ordering and vendor relations, processing invoices and purchase orders, and supporting retail store operations. The role also assists with communications, supply management, documentation, and seasonal retail projects to help ensure efficient day-to-day operations across multiple retail locations.

Requirements

Must have excellent phone, written, and verbal communication
Ability to work within a fast paced and quickly changing environment
Must possess and maintain a valid driver’s license and clean driving record
Minimum 1 years’ experience as an Office Administrator or office role
Proficient in MS Office Suite with advanced knowledge of Excel
Willingness to work holidays, weekends, and flexible shifts
Communication skills and the ability to work effectively with others
General office skills, proficiency in Microsoft Office, proper phone etiquette, filing and email communication
Must possess and maintain a valid driver's license in order to drive company vehicles
Must be able to walk, sit, bend, stoop, and/or stand for at least 30 minutes at a time
Ability to lift and carry 40 pounds
Must be able to work in hot, cold, and dusty environments at elevations above 5000’
Must be able to work at elevations of more than 5000 feet, and in close proximity to animals like elk, deer, bison, mice and other animals, while respecting their space and not approaching
Must have the hand dexterity and visual acuity to be able to sort and file paperwork

Nice To Haves

Experience in a hospitality, retail or National Park environment
Knowledge of company structure and policies helpful
Experience with supply ordering
Knowledge of Cloudsuite, MI9, Smartsheet, Canva
Three years’ administrative experience in a fast-paced office setting preferred

Responsibilities

Administration of Inspired by Yellowstone Artists Program
Maintain, update, and oversee Smartsheet Function for artist submissions and program scheduling, and tracking invoice payment to artists
Oversee and coordinate the artist housing reservations with the Executive Assistant
Responsible for reports, purchase orders, receiving, invoicing
Communication with artists, artisans, and gift shop locations of event and workshop dates
Create catering BEO’s for any workshops or events
Inventory Ordering and Control
Work with the RDC Manager and Retail Merchandising and Training Specialist to oversee Coremark, Jedediah’s, QFD, Xanterra Supply Chain Warehouse and other vendors in placing orders, creating purchase orders and invoice payments, processing vendor RTV’s and credits.
Retail Office, Retail Distribution Center and Store Support
Using Cloudsuite and other ordering platforms, work with Gardiner Retail Support Staff, Retail Distribution Center and Store Management in ordering operational supplies from various vendors and Supply Chain Management.
Anticipate store opening and closing needs to ensure needed supplies are ordered well in advance of need.
Work with the Retail Merchandising and Training Specialist to compose the Retail Newsletter and submissions to The Current.
Document and File all retail related purchase orders, invoices, credits, RTV’s, and other documentation to maintain accurate vendor and artist files.
Other Duties
May be asked to assist in Mail Order department order processing.
May be asked to assist in store set-up, inventory, or store tear-down.
Retail office and restroom cleaning on a rotating schedule given to all office staff