Admin Office Supervisor

The Office Supervisor is responsible for the operation of the Administrative Office and supporting the admin manager and Human Resources department.
You are responsible for a variety of tasks including the overall check-in and check-out process for the administrative reception area from greeting guests and staff upon arrival, identifying their needs and handling requests, etc.
Receptionists are knowledgeable about Taos Ski Valley and able to provide direction to guests and staff including hours of operation, services provided, mountain statistics, and the adventurous offerings of our scenic surroundings.
This job description is intended to be a broad description of duties.
You will be asked to carry out all responsibilities in accordance with the organization's policies and applicable laws.
Specific information on duties and policies can be found with your supervisor or in the Employee Reference Guide.
Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.
Essential Job Responsibilities: Responsible for making an excellent first impression on guests and employees whether in-person or on the phone.
Greets/welcomes/assists both employees and guests who visit the office.
Is responsible for setting a professional, well-organized, efficient tone in the administrative office.
Screens calls and is aware of who is available for calls (i.
e.
when people are off, on vacation, in meetings, involved with situations on the mountain using the in and outboard).
Responsible for opening/locking the administrative front desk.
Responsible for opening/closing and coverage of the phone system; helps departments troubleshoot issues with phones, voicemail, etc.
Clear and concise radio communications.
Communicates updated information to all departments.
Properly posts outgoing mail when necessary; picks up and delivers mail to Post Office; sorts and delivers mail.
General company correspondence and email, communicates through email to managers and supervisors.
Assists employees and guests with various requests.
Provides clerical/secretarial support to the administrative office and HR.
Checks Sharp machine and distributes faxes, prints, and scans.
Maintenance and instruction of Mail Room machinery, including copy machine, scales, and fax machine.
Siriusware sales platform, closeout, and reconciliation reporting.
Maintains master key box.
Inventories and stocks office, kitchen, and bathroom supplies.
Responsible for the neat, professional appearance of the reception area, lobby, and mailroom Responsible for the scheduling and cleanliness of the 4th-floor conference room.
Reliable attendance on all scheduled workdays.
Attendance at required training courses and willing to attend other offered trainings.
Other duties as assigned.
Supervisory Duties – Administrative/Human Resource Duties Staffs, trains, supervises, and schedules Front Desk personnel for adequate coverage.
Is responsible for maintaining an enthusiastic and professional work environment consistent with the policies of Taos Ski Valley, Inc.
, resulting in high employee morale and motivation, and guest satisfaction in an atmosphere of continuous improvement.
Supports the HR team with administrative tasks of rehiring staff members and updating information and pay rates in the HR- UKG.
Ensures accuracy in the visibility of managers, department transfers, and living rate increases.
Emails background checks, communicates results in UKG to hiring supervisor or HR staff Benefit administration Seasonal (domestic partnerships, friends/family comp tickets, Employee inputting) Coordinates with HR staff Employee recognition – distributing cards, tracking used cards – and coordinating with HR staff.
Timekeeping - help train supervisors on how to edit timesheets, scheduling, setting up and re-setting employee log-in passwords, maintain supervisory log-ins Respond to unemployment claims.
Supporting employees on inquiries, log-in assistance, re-setting passwords, etc.
(shared with HR staff) Other duties as assigned Personal Skills: Handles stressful situations with tact and good judgment.
Friendly, courteous, professional, and helpful in person and over the phone Provides a guest experience that exceeds the guest’s expectations.
Keeps in mind the overall TSV operation and is flexible to undertake tasks not necessarily defined in this job description.
Establishes and maintains productive work relationships with coworkers, other TSV staff, Supervisors, and Management.
Strong personal character and commitment to Taos Ski Valley, Inc.
’s commitment and passions.
Strives for open, honest, and effective communication to build trust in our relationships with our guests and fellow employees.
Demonstrates problem-solving skills while resolving guest concerns.
Keep all business information confidential both on and off duty.
Always offer courteous and sincere hospitality.
Understand what is meant by “good Customer service.
” Provide uniform, efficient, courteous, high-quality service in a clean and organized environment.
Follows training guidelines using good judgment and common sense.
Ability to accept criticism and opportunities gracefully and humbly for growth.
Ability to stay positive, focused, and constructive when faced with setbacks, and challenges and while working in an ever-changing environment.
Conducts oneself with safety in mind and undertakes all job requirements in a manner which will guarantee a safe environment for oneself, guests, and fellow team members.
Keeps work area, equipment, and lobby clean and orderly.
Has a concern for cleanliness and orderliness of work area and equipment.
Completes all assigned services by timeframes established by the office manager.
Strong personal character and commitment to Taos Ski Valley, Inc.
’s Vision, Purpose, and Values.
Provides a guest experience that exceeds the guest’s expectations.
Ability to gracefully and humbly accept criticism and opportunities for growth.
Ability to stay positive, focused, and constructive when faced with setbacks, and challenges, and while working in an ever-changing environment.
Qualifications/Knowledge: Knowledge of general office procedures.
This includes average typing, letter composition, spelling, grammar, punctuation, and filing.
Can take random thoughts of others and turn them into well-written business letters.
Is proficient at gathering and disseminating information.
Aware of what is going on in the background - most importantly the ability to hear radio transmissions while talking on the telephone.
Computer literacy – Proficient with Windows all Microsoft Office programs.
Experience using or ability to learn the phone system.
Excellent phone etiquette.
Detailed-oriented, dependable, reliable, and punctual.
Previous supervisory experience preferred.
Knowledge of skiing/resort operations.
Strong organizational skills and ability to effectively manage multiple assignments within time constraints.
Ability to work a flexible schedule including weekends, and holidays.
Reliable attendance on all scheduled workdays Other duties as assigned Ability to work a flexible schedule including weekends, holidays, and evenings.
Work Environment: Taos Ski Valley, Inc.
is often a fast-paced work environment, especially during holidays and Peak days.
TSVI is located in a high-altitude alpine environment.
Must be able to work in close quarters and with other staff.
Physical Demands of Position Include: Must be able to work in a fast-paced environment.
TSVI is located in a high-altitude environment.
Position may require travel on uneven, snow-packed, or icy terrain and may be exposed to wet, cold, and/or humid conditions.
The work schedule is full-time, with the possibility for year-round employment, not necessarily Monday through Friday.
Additional/fewer hours may be required depending on the time of the year.
The position may require travel.
Background Check: Positions dealing with children, of a safety-sensitive and/or confidential nature, require driving or positions that handle cash may require a background check and MVR check.
Employment is contingent upon a favorable background check and MVR check.
Is a Background Check required for this position: Yes Is an MVR required for this position: Yes This position has the potential to become Full-time, Year-round.