Administrative Assistant

Where:
Méribel, France; Méribel is part of the Three Valleys, one the largest ski areas in the world.

When:
From mid November 2011 to early May 2012

Salary:
From £110 pw dependant on experience and skills.
Package includes accommodation, food and drinks, ski pass, skis and boots, medical insurance, transport from London to and from the resort. Additional performance-based bonuses (0 to 3 times weekly salary) may also be awarded at the end of the season.

Age range:
Over 21 years (required for car insurance purposes)

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 fluently (or near-fluently) 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.
Basic book-keeping/accounting skills and experience and familiarity with computerised accounting packages (ideally ?QuickBooks? and "Sage" payroll") are 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

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

Application

In the first instance please complete the online application form by clicking here.

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