Administrative Coordinator

Job Location: 
Whistler Olympic Park

The Administrative Coordinator supports the Whistler Olympic Park management team.  Reporting to the Managing Director, WOP this role works co-operatively with all WSL departments ensuring seamless information flow and quality service delivery.  Responsibilities include project support, operational procedures development, administration, quality assurance, and acts as lead on required operational and inter-departmental initiatives.  This Regular position has schedule flexibility as workload and seasonality dictates.

Responsibilities: 
  • General administrative duties as directed
  • Attend and prepare minutes for operational meetings
  • Support management team with on-boarding and off boarding of seasonal staff
  • Administration of operational systems such as fuel management, inventories, orientation tracking, Safety Management database, maintenance tracking tools, etc.
  • Support event and marketing initiatives as requested
  • Provide guest service support during peak operational periods
  • Further develop and prepare operation manuals and procedures under the direction of department leads
  • Prepare, maintain, and distribute WOP operational schedules
  • Assist Managing Director, WOP as directed including:
    • communication of important and time-sensitive operational and organizational messages to colleagues and other departments as required
    • seasonal reporting, metrics, database maintenance
    • special projects
  • Foster a strong culture of health and adhere to all operational and safety procedures
  • Coordination of WOP purchase order system, accounts payable, and accounts receivable
  • Liaise and provide required documentation and information to WSL departments including: Human Resources, Payroll, OH&S, Sales and Marketing, as required and directed
  • Support Nordic Development Centre Head Coach with administrative tasks such as travel bookings, procurement, invoicing and program administration
  • Carry out Whistler Sport Legacies’ customer service philosophy AIM:  All Interactions Matter
  • Assist team with other duties as assigned or required
Education/Experience: 
  • 2+ years administrative experience required
  • Experience volunteering and/or working in a volunteer organization such as a not-for-profit sport organization
  • General knowledge of the sports of Cross-Country Skiing, Biathlon, Nordic Combined, and high performance training an asset.
  • Knowledge of winter facility operations
  • Valid BC Class 5 Driver’s License

Skills:

  • Strong interpersonal, organizational skills, accurate, and detail-oriented
  • Strong attention to detail and self-directed entrepreneurial spirit essential
  • Strong computer skills including MS office skills, records management and document control required
  • Ability to perform in high pressure, multi-tasking environments independently and with little supervision
  • Able to develop and manipulate data bases and spreadsheet applications
  • Takes personal accountability and responsibility for actions; takes initiative to find creative solutions to problems or issues
  • Willingness to assist other team members (at times outside of the department) as needed and requested
  • Passion for sport and exceptional customer service is essential
  • Ability to interact effectively with the general public, volunteers, sport groups and organizations
  • Ability to communicate clearly and concisely:  written and verbal
  • Ability to organize multiple concurrent programs with changing priorities and deadlines, emerging issues, while keeping the Managers/Supervisors and colleagues informed
Physical Requirements: 
  • Ability to regularly lift 30lbs
  • Reliable winter transportation (WOP is not serviced by public transit)
  • Ability to work outdoors in variable weather conditions
Applications Open/Close: 
Wednesday, June 13, 2018 to Wednesday, July 18, 2018
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