Administrative Manager

Venture Sports is a locally owned and operated ski and bike shop that has served the Vail Valley since 1991. During the winter, we provide ski and snowboard rentals, retail, and repair services to locals and visitors alike. In the warmer months, we shift gears to offer rentals, retail, and repair services for mountain, road, and recreational bikes. We are seeking an experienced and highly organized Administrative Manager to oversee the essential behind-the-scenes administrative functions that keep our seasonal operations running smoothly.

This is a varied, hands-on position supporting approximately 30 employees in the summer season and more than 100 employees during the winter season. The role combines human resources, payroll preparation, employee housing coordination, invoicing, purchasing, regulatory reporting, event coordination and executive support.

The ideal candidate is resourceful, detail-oriented and comfortable moving between recurring administrative responsibilities and time-sensitive operational needs. This person will work closely with company ownership, store managers, employees, accounting, insurance providers, vendors and community partners.

What You’ll Do

• Human Resources: Coordinate seasonal hiring, new-hire paperwork and employee records. Administer the employee ski-pass program and assist with workers’ compensation and unemployment claims.
• Payroll and Benefits: Prepare payroll information and maintain records related to paid time off, sick leave, pay-rate changes, reimbursements, deductions and employee benefits.
• J-1 and Employee Housing Coordination: Assist with J-1 documentation, program requirements and employee support. Coordinate seasonal employee housing, including applications, leases, payments and maintenance needs.
• Administrative and Operational Support: Create and maintain operational spreadsheets, schedules, forms and company procedures. Maintain POS rates, users and administrative settings; organize vendor records and requests; maintain company vehicle records; and complete required permit reporting.
• Seasonal Planning: Assist with seasonal equipment ordering, vendor coordination, order tracking and inventory distribution between locations.
• Invoicing and Payment Tracking: Prepare specialty invoices, maintain invoicing templates, coordinate billing corrections and follow up on outstanding balances.
• Accounts Payable, Purchasing and Expenses: Work with accounting to review and pay invoices, order office and store supplies, and submit company credit-card-use and expense reports.
• Event Coordination: Help coordinate employee training, vendor clinics, sales contests, company events and other seasonal projects.
• Executive and Management Support: Assist the Owner, General Manager, Inventory Manager, Director of Sales & Marketing, and Store Managers with administrative projects, research, scheduling and occasional business-related errands.

Responsibilities shift throughout the year. Some periods focus heavily on hiring and employee onboarding, while others involve invoicing, inventory planning, reporting and general operational support.

Google Sheets Experience

Google Sheets is central to our daily operations, candidates must have strong practical spreadsheet skills, including:

• Creating and troubleshooting formulas
• Using conditional formatting and data validation
• Protecting cells, ranges and sheets
• Building and maintaining scheduling, invoicing, and tracking templates
• Identifying and correcting spreadsheet errors

What We’re Looking For

• Experience in administration, office management, human resources, payroll support or business operations
• Strong organizational skills and attention to detail
• Strong critical-thinking, research and problem-solving skills
• Resourcefulness when handling unfamiliar administrative requests
• Ability to manage confidential employee and financial information
• Clear written and verbal communication
• Ability to work independently and manage changing seasonal priorities
• A practical, helpful and solutions-oriented approach
• Valid driver’s license and reliable transportation for occasional local errands

Experience in a seasonal, multi-location, outdoor recreation, hospitality or retail…