Office Manager

Live. Work. Explore. as a part of our Administration team in Columbia Falls, the gateway to Glacier National Park!

At Glacier National Park Lodges, we depend on our team members to be highly motivated, committed, share our vision and work together to attain it, while our work environment encourages responsibility for personal growth and promotes pride in each employee. No matter what your job is, you will be a proud steward of the park and play an essential role in providing warm and friendly hospitality to all our guests.

We’re hiring an Office Manager/Administrative Assistant to Live. Work. Explore. in Columbia Falls, Montana!

Job Summary:
Responsible for handling all clerical and administrative functions for the General Manager as needed, and for oversight of the Xanterra: Columbia Falls Administrative building. Primary point of contact for the administration of the guest review platform and the coordination of mail and package distribution.

The Details:
Position Type: Full-time, year-round with an 8-week furlough period in December/January
Start Date: Immediately
Pay: $21.70/hour
Schedule: 40 hours per week, typically Monday through Friday, from 8:00am-5:00pm. May be required to work a varied schedule including days, evenings, holidays, and weekends, including opportunities to work inside the park.
Housing: Employee housing is not available

Responsibilities:

• Provide a welcoming reception to visitors to the administration building.
• Open, sort, preview, organize and route incoming mail as appropriate and process or route invoices.
• Prepare all outgoing mail for distribution.
• Maintain an effective and orderly filing system for the Administration department and office as needed. 
• Answer telephones; screen calls, refer callers/visitors to other individuals/departments when necessary, relay messages, answer questions and provide information when possible and appropriate.
• Track and coordinate all communications between the National Park Service (NPS) and Xanterra Parks & Resorts on contractual related matters, including NPS periodic evaluations.
• Prepare letters and packages for corporate donations.
• Prepare accurate expense reports for the General Manager.
• Maintain inventory of office supplies; order and purchase as needed for the Columbia Falls Administrative Building.
• Identify and submit work orders as needed for maintenance upkeep of administrative building.
• Oversee the scheduling of cleaning vendors and assist directly with the cleanliness of the breakroom.
• Order and request items for Location Management out in the park.
• Work with the Director, Risk & Sustainability, on initiatives and support this position as able. Work with Risk Management to facilitate and ensure monthly safety meeting and building inspections are taking place, track and report safety meetings and inspections with Risk Management.
• Work with appropriate Directors to help facilitate establishing contracts and scope of service at the administration building and work with HR to facilitate employee housing rentals where needed. 
• Work with General Manager to oversee the guest feedback program – Unifocus. Work with the GM and department directors on timely responses to guests, monthly comment and scoring reports. Summarize Trip Advisor and UniFocus comments monthly for NPS.
• Coordinate guest feedback program via outside sources including, but not limited to, corporate letters, online feedback, National Park Service surveys, and any other forms of communication.
• Coordinate office related events such as birthday celebrations or potluck lunches.
• Assist Human Resources and General Manager in oversight of in-park housing.
• Manage reservations for use of the conference room.
• Help facilitate the Capital Expense Approval (CEA) process flow.
• Update and disseminate the Live Life Program posters and communications. 
• May assist Human Resources on heavy staff arrival days.
• May occasionally take meeting minutes, as necessary.
• Other duties as requested by the General Manager.

Qualifications:

Skills & Knowledge:

• Effective communication skills, both verbal and written, with the ability to interact professionally with staff, guests, and external partners.
• Strong organizational abilities, including the capacity to prioritize tasks and manage time efficiently in a dynamic, fast-paced environment, while also being a self-starter during slower periods of the year.
• Consistently contributes to a positive and respectful workplace culture by promoting professionalism and fostering a friendly and engaging environment.
• Proven ability to maintain confidentiality when handling sensitive information and in all aspects of job responsibilities.
• Accurate and efficient typing and word processing skills, with proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
• Able to quickly adapt to new technology and committed to ongoing learning and skill development.
• Skilled in operating standard office equipment such as personal computers, calculators, copiers, fax machines, telephones, and voicemail systems.
• Proficient in using the Internet for administrative tasks, communication, and job-related research.
• Possesses comprehensive knowledge of Glacier National Park operations, personnel, procedures, and policies.
• Must have a valid U.S. driver’s license with a clean driving record and the flexibility to travel as required.

Experience:

• Prior customer service experience is required.
• Experience in office management or administrative assistance, particularly in a team-oriented environment, is preferred.

Benefits:

• Medical, Dental, Vision
• Paid Time Off and Holidays
• Disability Insurance
• 401k with match
• Life and AD&D Insurance
• Employee Assistance Program
• Wellness Programs
• Learning and Development Programs