Overview:

The purpose of this role is to provide general administrative and other support to Michael and Karen. There are 2 Admin Assistant positions; one is likely to report into the other.

Previous Experience

• Computer literacy (ideally skills in Microsoft Office, including Outlook, Excel, Word) is essential

• Ability to converse in French is essential
• Driving licence and 3 years post qualification experience is essential
• Competent at record keeping and document management
• Prior experience in the hospitality industry is highly desirable.
• Previous experience of driving large vehicles, on snow and/or overseas is highly desirable.

Main Duties

Customer Service

• Ensures that all guests have arranged transportation to/from the resort; makes bookings for taxis and Purple Ski transfers as necessary. Also, invoices and collects payment for transfers.
• Helps clients with the booking of ski lessons as required, including advising on options/alternatives
• Obtains guest lift pass requirements, photos and credit card details
• Organises the ordering and processing of guest lift passes and delivers them to the chalets before they arrive in resort or during/before their first breakfast, aiming to provide this service for all guests. As part of this, collects/returns from/to guests, accounts for, and ensures the safety of all payments/ credit card details, passports etc. Also, processes credit card payments and records all payments on the QuickBooks accounting system
• Helps clients with the booking of ski equipment as required
• Prepares and maintains folders for each chalet, containing up to date leaflets/information regarding available skiing and non-skiing services in Méribel. Ensures that all chalets are provided copies of “What's On” (weekly) and “Bienvenue @ Méribel. Researches new/unusual non-skiing activities and service enhancements, obtains leaflets, prices etc. 
• Prepares welcome packs for guests and ensures these are kept up to date and refreshed / renewed as necessary
• Manages supplies of toiletries and slippers etc. for chalets, orders and distributes as necessary
• Helps answer emailed queries from guests as required
• Helps in the booking of non-skiing activities (e.g., snow-shoeing, parapenting) for guests as required
• On an exceptional basis, fields sales-related calls, answering queries where possible, otherwise taking messages on behalf of Michael and Karen

General Administration/Operations Support

• Enters bills from suppliers and creates invoices for customers into the Purple Ski accounts using “QuickBooks” accounting package
• Reconciles bank and credit card accounts
• Administers payroll, including the preparation of related documentation - using Sage payroll system
• Supports accounts payable function - mainly by setting up supplier payments on banking system(s)
• Performs general administrative procedures such as:
  1. Scanning and electronically filing paperwork (invoices, correspondence etc.)
  2. maintaining office supplies
  3. sending and receiving post
• Maintains guest databse and prepares weekly guest information sheets/packs (providing all the information needed by the chalet and support staff so that they can prepare for their arrival) and issues them to the rest of the Purple Ski team at least one full week in advance.
• Works with chalet and support staff to ensure that all necessary/requested arrangements have been made, e.g., rental of push chairs, buying nappies/special provisions etc.
• Oversees the management and control of laundry: obtains laundry count sheets from chalets and laundry service company, checks/accounts for and resolves any issues. 
• Issues guest feedback questionnaires to departing guests and processes responses, summarises and prepares/issues periodic reports for Karen, Michael and the rest of the team. 
• Continually reviews usage and cost of certain items (e.g., mobile phones, petrol), prepares reports of usual activity for review/action by Karen/Michael

Driving

• On up to 2 days per week (usually Sundays + 1 other day as required/assigned), provides airport transfers for guests, meeting guests at the airport (usually Geneva, Chambery or Lyon) and/or train stations (generally Moutiers only) and transferring them safely to their chalet. Providing a welcome talk and picnic as appropriate during the trip. Also, may be required to return departing guests to the airport/train station.
• On an emergency basis (e.g., in the event of staff absence), provides cover for chalet assistant/drivers, performing all driving and chalet-related duties as described in Chalet Assistant/Driver job description. This includes driving guests to and from the slopes and within the resort as required, housekeeping/cleaning, spa management/maintenance, helping with provision and clearing/cleaning away of breakfast and setting out afternoon tea, also evening turndown.

Other duties

• Supports in the organisation and delivery of start of season training 
• Jointly with Karen and/or Michael, ensures that any accidents and emergencies involving guests or staff are promptly and effectively dealt with
• On exceptional basis, goes shopping to buy emergency provisions as required
• Supports the Supplies & Maintenance Manager in the monitoring and control of supplies usage and costs as requested, also supports the performance of stock takes
• On an exceptional basis (in the event of staff absence/sickness etc.), provides emergency driving, housekeeping and waitressing cover as required

Age range:

Over 21 years (required for car insurance purposes)

Application

Please complete our on-line application by clicking in the "Apply Now" button.