Administrative Assistant

Create Your Experience of a Lifetime!

Come work and play in the mountains! Whether it's your first-time seeing snow or you were born on the slopes, 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 across 3 continents, you can join our team 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) along with free ski and snowboard lessons, 40% retail discounts, the chance to grow through Epic Service - our leading training and development experience, and wellness benefits to fuel your success.

Candidates for year-round positions are reviewed on a rolling basis. Applications will be accepted up to 90 days after the posting date, or until the position is filled (whichever is first).

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, and mountain shuttles

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 Summary :

The Administrator will provide administrative office functions and be responsible for the accuracy of engineering department's financials. This individual will act as department administrator for TRANSCENDENT and GXP which are engineering work order programs, maintain financial tracking through the use of a checkbook accounting system, management of the coupa ordering and receiving, and will play a critical role in accuracy of engineering P&Ls. This role will administratively assist staff regarding time sheets, entry and organization of work orders and tracking parts (and costs) used in performing engineering work

Job Specifications :

Starting Wage : $20.74 / hr - $25.40 / hr

Employment Type : Year Round

Shift Type : Full Time and Part Time hours available

Minimum Age : At least 18 years of age

Housing Availability : No

Job Responsibilities :

This position will need to work closely and with regularity with their stakeholder groups in addition to their direct boss. Stakeholder groups to include : 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.

They will be the market experts in the Engineering Systems (GXP) and will be 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.

This could come up when a Chief role is vacant, and / or when covering for a chief who may be out of office, and / or providing additional support alongside of the Chief's when the volume necessitates.

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. Scheduling 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. This role may be tasked with seek competitive pricing on parts, bids. This role will 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

Job 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

Position Justification : previous employee vacated role.

The expected pay range is $20.74 / hr - $25.40 / hr. This is the pay range we reasonably expect to pay for this position. Individual compensation decisions are based on a variety of factors.

In completing this application, and when submitting related documentation, applicants may redact information that identifies their age, date of birth, and / or dates of attendance at or graduation from an educational institution.

We follow all federal, state, and local laws including restrictions on child / minor labor. Minors hired into this position will not be asked or permitted to engage in any activities restricted to adult workers.

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 511984

Reference Date : 10 / 07 / 2025

Job Code Function : Administrative