Administrative Manager

Vail Valley Partnership; Vail, Northern (CO, KY); Hybrid; USD 50,000 - 70,000; Full time

Benefits offered by this job

Ski pass

Employee discounts

Paid Time Off

SIMPLE IRA 3% match

Health-cost-sharing program

Job summary

Venture Sports, Inc. in the Vail Valley is seeking an experienced Administrative Manager to oversee all essential behind-the-scenes operations for a multi-season team.

You will handle HR, payroll, housing coordination, invoicing, purchasing, reporting and executive support, coordinating with owners, managers and partners. This full-time, year-round role concentrates heavy workload during seasonal hiring and winter prep, with benefits including a ski pass, employee discounts and retirement

Qualifications

• Experience in administration, office management, human resources, payroll support or business operations.
• Strong organizational skills and attention to detail.
• Ability to manage confidential information.
• Clear written and verbal communication.

Responsibilities

• Coordinate seasonal hiring, new-hire paperwork and employee records.
• Prepare payroll information and maintain PTO, sick leave, deductions and benefits records.
• Coordinate seasonal employee housing, including applications, leases and payments.
• Create and maintain operational spreadsheets, schedules, forms and procedures.
• Assist with invoicing, vendor coordination and accounts payable.
• Help coordinate employee training, vendor clinics, and company events.
• Assist Owner/GM/Inventory Manager with administrative projects and scheduling.

Skills

HR coordination

Payroll support

Invoicing

Event coordination

Executive support

Spreadsheet skills

Tools

Google Sheets

Job description

Venture Sports is a locally owned and operated ski and bike shop that has served the Vail Valley since 1991. During the winter, we provide ski and snowboard rentals, retail, and repair services to locals and visitors alike. In the warmer months, we shift gears to offer rentals, retail, and repair services for mountain, road, and recreational bikes. We are seeking an experienced and highly organized Administrative Manager to oversee the essential behind-the-scenes administrative functions that keep our seasonal operations running smoothly.

This is a varied, hands-on position supporting approximately 30 employees in the summer season and more than 100 employees during the winter season. The role combines human resources, payroll preparation, employee housing coordination, invoicing, purchasing, regulatory reporting, event coordination and executive support.

The ideal candidate is resourceful, detail-oriented and comfortable moving between recurring administrative responsibilities and time-sensitive operational needs. This person will work closely with company ownership, store managers, employees, accounting, insurance providers, vendors and community partners.

What You’ll Do

• Human Resources: Coordinate seasonal hiring, new-hire paperwork and employee records. Administer the employee ski-pass program and assist with workers’ compensation and unemployment claims.
• Payroll and Benefits: Prepare payroll information and maintain records related to paid time off, sick leave, pay-rate changes, reimbursements, deductions and employee benefits.
• J-1 and Employee Housing Coordination: Assist with J-1 documentation, program requirements and employee support. Coordinate seasonal employee housing, including applications, leases, payments and maintenance needs.
• Administrative and Operational Support: Create and maintain operational spreadsheets, schedules, forms and company procedures. Maintain POS rates, users and administrative settings; organize vendor records and requests; maintain company vehicle records; and complete required permit reporting.
• Seasonal Planning: Assist with seasonal equipment ordering, vendor coordination, order tracking and inventory distribution between locations.
• Invoicing and Payment Tracking: Prepare specialty invoices, maintain invoicing templates, coordinate billing corrections and follow up on outstanding balances.
• Accounts Payable, Purchasing and Expenses: Work with accounting to review and pay invoices, order office and store supplies, and submit company credit-card-use and expense reports.
• Event Coordination: Help coordinate employee training, vendor clinics, sales contests, company events and other seasonal projects.
• Executive and Management Support: Assist the Owner, General Manager, Inventory Manager, Director of Sales & Marketing, and Store Managers with administrative projects, research, scheduling and occasional business-related errands.

Responsibilities shift throughout the year. Some periods focus heavily on hiring and employee onboarding, while others involve invoicing, inventory planning, reporting and general operational support.

Google Sheets Experience

Google Sheets is central to our daily operations, candidates must have strong practical spreadsheet skills, including:

• Creating and troubleshooting formulas
• Using conditional formatting and data validation
• Protecting cells, ranges and sheets
• Building and maintaining scheduling, invoicing, and tracking templates
• Identifying and correcting spreadsheet errors

What We’re Looking For

• Experience in administration, office management, human resources, payroll support or business operations
• Strong organizational skills and attention to detail
• Strong critical-thinking, research and problem-solving skills
• Resourcefulness when handling unfamiliar administrative requests
• Ability to manage confidential employee and financial information
• Clear written and verbal communication
• Ability to work independently and manage changing seasonal priorities
• A practical, helpful and solutions-oriented approach
• Valid driver’s license and reliable transportation for occasional local errands

Experience in a seasonal, multi-location, outdoor recreation, hospitality or retail business is helpful but not required.

This is a full-time, Monday - Friday, year-round position with a heavier workload during seasonal hiring and winter preparation. The position is based in the Vail Valley and requires regular in-person availability.

Benefits include:

• Employer provided ski pass
• Employee discounts, pro-deals, and other recreation benefits
• Paid Time Off
• Retirement planning: SIMPLE IRA with a 3% match
• Employee health-cost-sharing program through VVP

The company does not currently offer a traditional employer-sponsored health insurance plan.

The duties and responsibilities listed here are intended to describe the general nature of work to be performed in this position. It is not intended to be all-inclusive, and additional duties may be assigned as needed.

Additional Info

Organization Name : Venture Sports, Inc.

Job Type : Full-Time

Compensation : $50,000-$70,000/yr

Job Title : Administrative Manager