Administrative Office Lead

The Lead Administrative Assistant provides professional front desk, administrative, and human resources support to ensure the smooth, efficient, and welcoming operation of the Administrative Office at Taos Ski Valley, Inc. This position is the first point of contact for guests and employees, setting a positive and professional tone both in person and over the phone. The role involves supporting the front desk staff and coordinating office operations, supporting HR functions, maintaining records, coordinating projects across departments, and providing excellent guest service in alignment with the companys mission and values. The Lead Administrative Assistant is expected to handle sensitive information with discretion, maintain a well-organized and clean work environment, and demonstrate flexibility in supporting a variety of administrative and operational needs. This position requires strong communication, organizational, and problem-solving skills, as well as the ability to work effectively under pressure and in a fast-paced, ever-changing environment. ESSENTIAL JOB QUALIFICATIONS Applicants are expected to bring the following skills and abilities to this role: Solid understanding of general office procedures, including typing, letter composition, spelling, grammar, punctuation, and filing.Skilled in gathering, organizing, and sharing information effectively.Ability to remain aware of background activityparticularly hearing and interpreting radio transmissions while engaged in phone conversations.Proficient in computer use, including Windows and all Microsoft Office applications.Experience with, or the ability to quickly learn, the office phone system.Demonstrates excellent phone etiquette and professional communication skills.Highly detail-oriented, dependable, reliable, and punctual.(Preferred) Knowledge of skiing and/or resort operations.Strong organizational abilities with a proven capacity to manage multiple tasks within deadlines.(Preferred) Bilingual skills.Ability to work a flexible schedule, including weekends and holidays.Winter schedule: WednesdaySunday.Summer schedule: MondayFriday. ESSENTIAL JOB RESPONSIBILITIES Create a positive first impression for guests and employees, both in person and over the phone; greet, welcome, and assist visitors to the office.Maintain a professional, well-organized, and efficient tone in the administrative office.Screen incoming calls, manage call routing, and track staff availability using the in/out board (including vacation, meetings, and on-mountain duties).Open and lock the administrative front desk.Open, close, and oversee the phone system; assist departments with troubleshooting phones, voicemail, and related issues.Communicate timely updates to all departments via email, Teams, and other channels.Process outgoing mail, manage Post Office runs, and sort and distribute incoming mail.Handle company correspondence and ensure managers and supervisors receive key communications.Conduct Verified First background screenings.Assist employees and guests with various requests and inquiries.Provide clerical and administrative support to the office and HR.Coordinate new hire onboarding, including J1/H2B processes, meeting scheduling, and email correspondence with the HR Manager.Manage UKG staff updates and password resets.Monitor and maintain the Sharp machine; distribute faxes, print, and scan documents.Maintain and instruct staff on mailroom equipment, including copiers, scales, and fax machines.Operate the Siriusware sales platform for staff/dependent pass sales, ticket sales, and closeout/reconciliation reporting.Utilize the Jotform platform to track pass data and collect other staff information.Inventory and stock office, kitchen, and bathroom supplies.Maintain a neat, professional appearance for the reception area, lobby, and mailroom.Oversee scheduling and cleanliness of the 4th-floor conference room.Maintain reliable attendance for all scheduled shifts.Participate in required training courses and remain open to additional training opportunities.Perform other duties as assigned. Lead Duties Administrative/Human Resource Duties Take a leading role with the Front Desk personnel to ensure adequate coverage; oversee and support other administrative staff and office interns.Coordinate projects across departments and manage follow-up tasks to ensure completion.Foster an enthusiastic, professional, and policy-compliant work environment that promotes high employee morale, guest satisfaction, and continuous improvement.Support HR with administrative tasks, including rehiring staff, updating information in UKG, verifying manager visibility, processing department transfers, and applying living rate increases.Handle sensitive and confidential information with discretion and professionalism.Initiate background checks, communicate results in UKG, and notify hiring supervisors or HR staff.Administer employee benefits, including seasonal perks such as domestic partnerships, friends/family discounted tickets, and employee inputting.Coordinate employee recognition programs by distributing and tracking cards and collaborating with HR staff.Provide timekeeping support, including training supervisors on editing timesheets, managing schedules, setting up and resetting employee log-in passwords, and maintaining supervisory accounts.Assist HR with unemployment claims.Respond to employee inquiries, provide log-in assistance, and reset passwords in coordination with HR.Maintain confidential digital and physical records and filing systems.Troubleshoot and resolve office equipment and facility issues.Develop and implement process improvements to enhance administrative efficiency.Perform other duties as assigned. Personal Skills Handle stressful situations with tact, discretion, and good judgment.Maintain a friendly, courteous, professional, and helpful demeanor in person and over the phone.Consistently provide a guest experience that exceeds expectations.Demonstrate flexibility by assisting with tasks beyond the job description when needed to support the overall TSV operation.Build and maintain positive, productive working relationships with coworkers, supervisors, management, and other TSV staff.Exhibit strong personal character and a commitment to Taos Ski Valley, Inc.s mission and values.Communicate openly, honestly, and effectively to foster trust with guests and colleagues.Apply problem-solving skills to resolve guest concerns promptly and professionally.Maintain confidentiality of all business information, both on and off duty.Deliver courteous, sincere hospitality, demonstrating an understanding of exceptional customer service in a clean, organized, and welcoming environment.Follow training guidelines, using good judgment and common sense.Accept constructive feedback gracefully and use it as an opportunity for growth.Remain positive, focused, and solution-oriented when faced with challenges, setbacks, or changes.Always work with safety in mind, ensuring a safe environment for guests, team members, and oneself.Keep work areas, equipment, and the lobby clean, organized, and well-maintained.Complete all assigned tasks within established timeframes set by the Office Manager. Work Environment and Schedule 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. Work schedule is full-time, year-round, not necessarily Monday through Friday. Additional/fewer hours may be required depending on the time of the year. Background Check Employment is contingent upon a favorable background check, including a clean driving record.