Office Administrator

Job Description

Job Description

Position Summary

The Office Administrator plays a critical role in delivering hospitality, administrative support, and care for employees and guests within the Tower Office at Paws Up Montana. Acting as a central operational point of contact, this role ensures seamless daily executive office workflows, calendar management, cash handling, and cross-office coordination. By upholding the highest standards of discretion, organization, and guest service, the Office Administrator supports leadership initiatives while embodying the core values and luxury standards of Paws Up Montana.

Key Responsibilities

• Executive Administrative & Calendar Support: Manage mailings, calendars, and appointments for Executive Office leadership, while acting as a seamless conduit of communication between the Las Vegas corporate office and Montana operations teams.

• Confidentiality & Professional Standards: Maintain strict confidentiality regarding sensitive executive materials, corporate communications, and high-level operational data at all times.

• Office Operations & Supply Management: Maintain an organized, professional workspace and manage inventory levels for all office supplies required for smooth executive office operations.

• Financial & Cash Handling Oversight: Manage the office safe, oversee petty cash procedures, and execute cash handling duties, including coordinating town runner cash pick-ups with basic bookkeeping accuracy.

• Guest & Interdepartmental Hospitality: Answer phone calls according to Paws Up Montana standards and deliver exceptional service to visiting guests, executives, and internal team members.

• Procurement & Special Projects: Collaborate with the Director of Special Projects, Purchasing Manager, and Department Directors to source materials, coordinate corporate events, and execute special projects as assigned.

• Ad-Hoc Duties: Perform additional duties as assigned by the Managing Director or Director of Special Projects.

Qualifications

• Experience: Minimum of 2–3 years of administrative, office management, or executive support experience, preferably within a luxury resort, hospitality, or corporate office setting.

• Specialized Knowledge: Basic understanding of accounting or bookkeeping principles, office administration workflows, and luxury guest service standards.

• Core Skills: Exceptional problem-solving, verbal, and written communication skills; highly flexible, detailed-oriented, and capable of handling sensitive, high-level information with utmost discretion.

• Technical Proficiency: Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook), basic computer/hardware troubleshooting skills, and experience with property management systems (such as Maestro PMS or similar systems).

• Work Style: Ability to work independently and collaboratively in a fast-paced environment while maintaining a neat, professional appearance and a proactive approach to office upkeep.

• Licensing/Certification: Valid State Driver’s License.

Physical Requirements

• Mobility & Stamina: Ability to frequently sit, stand, walk, and navigate office facilities for extended periods throughout the workday.

• Scheduling: Ability to maintain a flexible work schedule, including occasional extended hours or varied schedules to support executive events and operational requirements.

• Lifting & Handling: Ability to occasionally lift, carry, push, or pull office supplies, packages, and administrative equipment weighing up to 25–30 lbs.

This job description is intended to convey information essential to understanding the scope of the position and is not intended to be an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with the position. Management may assign or reassign duties and responsibilities to this job at any time.

Paws Up Montana provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.