Facilities Office Administrator

Facilities Office Administrator

Join the team at Montana's premier luxury ranch resort! Nestled on a breathtaking 37,000-acre ranch, Paws Up Montana embodies the spirit of the American West. As a family-owned, award-winning destination, we inspire both guests and team members alike.

Paws Up Montana is seeking a Facilities Office Administrator to support all administrative tasks of the Facilities department which includes our Fleet and Landscaping divisions.

What we offer:

• Medical, dental, vision insurance
• 401K with employer match
• Paid time off – 9 floating holidays and 15 personal days
• Career development and advancement opportunities
• Life insurance, long term, and short-term disability
• Employee assistance program (5 free counseling sessions)
• Referral bonus program (get paid $250 to recruit)
• Carpool reimbursement ($5-$20/day)
• Employee discounts on merchandise (30% on select items in our retail store)
• Employee lunch provided

The primary functions are:

• Provide administrative assistance to maintenance technicians.
• Maintain databases, including fuel log, propane log, and any other necessary tracking.
• Submit purchase receipts to the accounting department in a timely manner using Spend Map, emailing, and/or other.
• Respond to management/staff regarding inquiries on order status, changes, or cancellations.
• Review requisitions to verify accuracy, appropriate terminology, and specifications.
• Determine whether inventory quantities are sufficient for the needs of the resort and order more materials as needed.
• Prepare purchase orders for parts and other supplies needed for maintenance and mechanic shop according to prepared vehicle and maintenance work orders.
• Check staff schedules and help with notifications and schedule changes for PTO for staff.
• Attend operational meetings and other when managers are not able to attend to communicate information accordingly.
• Be efficient in using Max Panda work order system to put in and keep updated work order status and staff assigned work orders.
• Present a professional and courteous demeanor on the phone, in person, and through email; email correspondence is handled with proper grammar.
• Respond to emails, phone calls, and in-person inquiries promptly.
• Maintain up-to-date awareness of resort information and amenities.
• Maintain clean and clear work environment while staying organized and efficient.
• Communicate and maintain timelines and priorities.
• Complete all maintenance projects as assigned.

Looking for team members with:

• High school diploma, GED or vocational training or job-related course work
• Proven experience with Microsoft Office (Outlook, Word, Excel, and PowerPoint)
• Proficient ability to multi-task and work in a fast-paced environment while remaining organized and prioritizing workload throughout the day
• Adaptable to high volume work load during peak seasons
• Has a friendly and professional manner under periods of high demands and with guest, team members, and management
• Valid state driver's license with two years driving experience

If you are passionate about administrative support and ready to take on a new challenge at a prestigious resort, we would love to hear from you. Apply today to join our dynamic team at Paws Up Montana!

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.