Purpose
Rocky Mountaineer is the world’s largest privately owned luxury passenger rail service. We are committed to living our values: Create Meaningful Moments, Be One Team, Achieve Extraordinary Outcomes.
Reporting to the Manager, Administration and CPO Office, the Receptionist & Administrator is an integral team member of the Rocky Mountaineer Corporate office team. The position will be responsible for providing administrative support including coordinating office procedures, records management, recording invoices, and facilities management. As this role is the first point of contact representing the Rocky Mountaineer office, building and maintaining internal and external partner relationships is an essential part of this role.
As a Rocky Mountaineer team member, you will be working alongside a diverse group of people who are committed to working together, supporting our values, and ensuring we are always on brand as a world class luxury rail tour company.
Key Areas of Accountability
Office Administration:
- Ensure the corporate office is always a welcoming and high functioning environment for our team members and guests
- Answer and direct phone calls, greet guests, vendors and suppliers
- Maintain a clean and organized office space – clean boardrooms after use, maintain dishwashers and coffee machines in multiple kitchens
- Complete a broad variety of administrative tasks: invoice coding and management, vendor follow-ups, sending/receiving couriers and mail
- Maintain accurate financial cost centers (on applicable company software/tools) to support the allocation of operating expenses of the corporate office and other budgets, as required
- Manage the smooth operation of general office contracts and day-to-day activities alongside conflicting needs of the corporate office
- Proactively create and maintain effective workflow and communicate with tact and discretion
Event Planning and Internal / External Liaising:
- Coordinate logistics for events and meetings held at the corporate office (room procurement, equipment checks, arranging food/refreshments, supporting attendees); thereby ensuring the best experience for internal and external guests
- Collaborate with People & Culture (P&C)to support team engagement initiatives like onboarding and other general P&C functions
- Maintain strong relationships with internal and external partners
- Prioritize conflicting needs in a proactive and timely manner
Facility Maintenance:
- Manage all requests, repairs and ongoing maintenance for the corporate office while liaising with appropriate contractors
- Manage and monitor HVAC usage and associated costs
- Conduct periodic inspections to determine maintenance work required
- Design and maintain a preventative maintenance program for corporate office facility and initiate, execute related tasks/activities
- Ensure the office environment is always maintained up to Rocky Mountaineer standards
Safety:
- Manage Security Access Card and other safety and security programs including data collection and compliance reporting requirements, both internally and externally
- Manage employee and visitor check-in system
- Ensure coverage of First Aid attendant and Fire Wardens in the office from Monday to Friday
- Ensure First Aid room is managed appropriately
- Be an active member in the Office Workplace Health & Safety Committee
- Maintain basic first aid level provided by Rocky Mountaineer
Operations:
- Participate in Emergency Operations Centre (EOC) scribe functions, when required by Management
- Participate and organize Community Spirit Committee and associated activities. Manage and update seating floor plan/s
Qualifications
Education/Certifications/Knowledge
- High School graduation, supplemented by at least one-year post-secondary education in general or business administration is required. Undergraduate degree is an asset
- Familiarity with operational requirements (plumbing, electrical, HVAC, flooring, maintenance, etc.) is preferred. Note: Primary emphasis is on performance of a variety of maintenance tasks, rather than a high degree of skill in any particular trade
- Working knowledge of invoice coding, accounting practices/procedures is required
Experience
- 4+ years' experience; preferably working in a fast-paced customer facing environment
- Demonstrated experience managing employees, is an asset
- Prior experience with facilities operations and maintenance management, is preferred
Skills
- Possess a positive mindset and collaborative approach to developing relationships
- Hands-on management approach
- Prioritize conflicting needs expeditiously and proactively, ensuring projects are completed successfully
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with high levels of attention to detail
- Strong interpersonal skills and the ability to build relationships with internal and external stakeholders
- Demonstrated proactive approach to problem-solving with strong decision-making capability
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
- Demonstrated experience seeking opportunities and proposing solutions
- Strong knowledge of MS Office, Outlook & SharePoint
- Class 5 Drivers License in good standing
Work Environment
- Ability to sit/stand for periods of time
- Ability to lift up to 25 lbs
- 5 days a week presence required at 980 Howe office.
Compensation
- The base salary offered for this role is $52,000 - $62,000 per annum and can vary based on job-related expertise, qualifications, experience and internal equity.
- Eligible for Rocky Mountaineer’s Bonus Program
Eligible Benefits
Rocky Mountaineer supports our team members’ health and wellness by providing a comprehensive medical plan with 100% employer paid premiums, some of which includes:
- Medical, Dental, Vision, Life Insurance
- Short term disability, long term disability, and Accidental Death & Dismemberment policy
- Travel emergency assistance
- Vacation time, sick time and company holiday pay
- Upto 5% RRSP and/or TFSA match
- Two complimentary annual train tickets after first year of employment.
Rocky Mountaineer is an equal opportunity employer, driven by our values of creating meaningful moments, being one team and achieving extra ordinary outcomes. Our strong company culture supports our vision of a diverse, open, safe, and respectful workplace. We celebrate diversity and are committed to creating an inclusive environment for all team members.
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Let's make your journey to a rewarding career with us as smooth as possible. Join us today!
