Full-Time ACTIVITIES COORDINATOR – ACTIV01022-00001
Job Title: Activities Coordinator
Division/Dept: Grand Timber Lodge / Guest Services
Reports To: Guest Services Manager
FLSA Status: Non-Exempt Hourly Position
WC Code: 9012
EEO Code: Administrative Support
SUMMARY: This position is responsible for creating, coordinating and hosting in-house activities and events at the Grand Timber Lodge, as well as assisting guests and owners with dining reservations, activity arrangements and special requests. Additionally, this position accurately processes activity vouchers, contacts vendors to book, change or cancel activities, researches supply companies, maintains vendor contracts and maintains the supply of brochures, maps and guides.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Including but not limited to:
Assist guests and owners at the activities desk, over the phone and via email providing information and recommendations for dining, recreational activities and events in the area.
Share relevant property information with guests and owners.
Arrange and reserve activities such as horseback riding, rafting excursions, golf outings, ATV tours, snowmobiling, dog sledding and sleigh rides for all guests and owners.
Handle special guest and owner requests for things such as flowers, candy, wine and gift baskets.
Produce and organize gift baskets.
Maintain brochure racks, maps, dining guides, and Summit County guides.
Develop and execute a weekly planner/welcome packet for guests and owners.
Create, schedule, organize, host and track weekly in-house activities and events.
Promote in-house activities as well as promotions and specials offered at the Grand Timber Lodge spa and restaurant.
Plan and execute special events for holidays, special events, and seasonal promotions.
Photograph events and activities taking place on property; collect waivers.
Assist with set-up, operations and clean-up of in-house events such as weekly cocktail parties, mixers, HOA meetings, owner parties and other special events.
Complete weekly inventory for all supplies used for in-house activities and gift baskets.
Research and implement best supply companies while adhering to the department budget.
Update on property slide show with new photography on a weekly basis.
Work with marketing on social media sites to promote vendor and in-house activities; post on social media 3 times per week.
Contribute one article per month to owner newsletter regarding activities on property and off site.
Process activity vouchers accurately; maintain accurate pricing spreadsheets for activities; contact all vendors to book, change, or cancel activities; correct any vouchers due to changes; process commission reports and check requests for vendors.
Organize, update and maintain all vendor contracts; collect and update all insurance certificates; hold bi-annual meetings to discuss vendor information and commission structures.
Maintain master commission spreadsheet for both in-house activities and activities booked with vendors
Develop and maintain a cost analysis for every in-house activity running on property.
Develop and maintain a “how to” book for every in-house activity on property including supplies needed, suggested age group, and step by step directions.
Maintain procedures, keeping them up to date at all times.
Foster strong cross department communication and synergy.
Maintain and manage various special projects; be proactive in the design and implementation of systems to complete the projects; take the initiative to make the projects successful; submit monthly measureable results.
Uphold Hospitality Standards, Company Core Standards and Department Core Standards and observe Company policies and procedures.
Be the “End of the Line” and resolve every situation inherited, not passing it along, whenever possible.
Follow up on any situation that is not fully resolved at the time of the initial request always giving consideration to what the guest or owner deems appropriate.
Strive to close the loop (alleviate or eliminate issues) on any situations that cannot be fully resolved.
Respond promptly to all email and voicemail correspondence.
Maintain a positive working relationship with all contacts, always being helpful and courteous.
Adhere to Company appearance standards at all times and wear name badge.
Attend and participate in companywide training sessions and department staff meetings.
MARGINAL DUTIES: Functions that are not considered essential to the job:
Maintain cross-training knowledge between front desk and activities desk; act as a Front Desk Agent as needed
Perform other duties as assigned.
Follow Company guidelines for environmental sustainability practices (recycling, composting and conserving resources) and participate in the Company’s sustainability initiatives.
QUALIFICATIONS: To perform this job successfully this position must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
COMPETENCIES / SKILLS / ATTRIBUTES: To perform the job successfully an individual should possess the following competencies, skills and attributes: Establish rapport easily * Exhibit an outgoing personality * Maintain enthusiasm when asked about repetitive topics * Demonstrate strong listening skills * Complete administrative duties in a timely manner * Pay attention to detail and demonstrate accuracy and thoroughness * Provide exceptional customer service and anticipate needs * Be empowered to make GRAND vacations * Exhibit strong verbal and written communication skills with the ability to organize and present information in a practical and efficient manner * Maintain extensive knowledge of recreational activities, shopping, dining and rental shops and events in the town of Breckenridge, Summit County and at local ski areas * Maintain expert knowledge and understanding of all computer programs and systems applicable to the position * Stay informed on the company and home
property and communicate pertinent information to guests and owners * Give and receive feedback and ask for clarification when necessary
* Treat people with respect and consideration * Approach others in a tactful manner * Remain calm and empathetic in situations that can be challenging * Respond effectively to inquiries, complaints or suggestions * Support the team’s effort to succeed by giving and welcoming feedback, building morale and contributing a positive team spirit * Strive to develop skills, sharing expertise with others * Take initiative and perform tasks without being asked * Use equipment and materials properly * Observe safety procedures and report potentially unsafe conditions.
EDUCATION / EXPERIENCE: High school diploma or general education degree (GED), one to three months related experience or combination of education and experience.
COMPUTER EXPERIENCE: Entry level Microsoft Office skills (Word, Excel, Outlook). Ability to operate basic office equipment (copier, fax, scanner, phone and calculator). Ability to operate a personal computer and accurately record time worked, in the correct department, using the Company time keeping system. Type by looking at the keyboard. Familiar with the internet and comfortable navigating it.
LANGUAGE ABILITY: Ability to speak, read, write and interpret in English. Ability to read and interpret simple business correspondence, memos, safety instructions and procedure manuals. Ability to write simple correspondence and procedures. Ability to speak effectively and present information to guests, owners, other employees of the organization and outside vendors.
MATHEMATICAL SKILLS: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers and decimals. Ability to compute rates, discounts and percentages
REASONING ABILITY: Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving several concrete variables in standardized situations.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Speak and listen to guests, owners, co-workers and vendors over the phone and in person over 2/3 of the time.
Stand over 2/3 of the time.
Sit at a workstation and use the computer between 1/3 and 2/3 of the time.
Walk between 1/3 and 2/3 of the time.
Perform repetitive motions of the wrists, hands or fingers; use hands and fingers to handle, feel or grasp; reach with hands or arms between 1/3 and 2/3 of the time.
Perform vigorous physical and/or cardio activity under 1/3 of the time.
Stoop, kneel, crouch or crawl under 1/3 of the time.
Push using upper extremities to press against something force in order to thrust forward, downward or outward; pull using upper extremities to exert force in order to draw, haul or tug objects in a sustained motion under 1/3 of the time.
Lift between 10 and 25 pounds under 1/3 of the time.
Requires close, distance, color and peripheral vision, close visual acuity and depth perception.
WORK ENVIRONMENT: The environmental conditions the employee will have exposure to:
Office or administrative environment over 2/3 of the time.
Outdoor weather conditions such as sun, ice, snow, wind, dust, rain and humidity under 1/3 of the time.
Extreme cold, below 32 degrees, under 1/3 of the time.
Pets and pet dander when in contact with pet friendly locations around the company; occasional service animals.
To apply for this position, please use the following URL: