Special Programs Coordinator

2 weeks ago
Position Season
All Shifts
Job Type

Position Overview

Position:             Special Programs Coordinator

Dept:                Group Sales

Division:            Sales & Marketing

Reports To:        Group Sales Supervisor

Status:              Seasonal, Hourly + Incentive


Job Summary

Coordinate all aspects of multi-week lesson programs and other specialty group programs  in a professional office setting. Aspects of multi-week lessons and group outings include, but are not limited to: lift tickets, rental equipment, ski and snowboard lessons, food and beverage, Stevens Pass Nordic Center and chartered transportation. Daily duties include database management, professional written and verbal communication, guest service/hospitality, sales, service recovery, and interdepartmental tasks/coordination.


Qualifications & Experience

  • Bachelor of Arts Degree in Business related field (administration, public relations, or marketing) or 2 years of event coordination experience; or equivalent combination of education and experience
  • Experience in hospitality, catering or event planning preferred
  • Previous experience in the resort industry preferred
  • Computer skills required (Microsoft Office: Word, Outlook, Excel)
  • Previous experience with resort software products and database management preferred
  • Personal interest in skiing, snowboarding and the outdoors highly preferred
  • Strong organizational skills with the ability to work independently, prioritize, and work well with deadlines
  • Excellent communication skills, both oral and written
  • Excellent customer service and relationship-building skills
  • High level of integrity
  • Ability to establish and maintain effective working relationships with staff, groups, and the general public, using tact, courtesy and good judgment
  • Ability to take direction and implement a task efficiently
  • Be able to be insured to drive a company owned vehicle in winter and high traffic conditions
  • Must be comfortable with the changing dynamics of a seasonal business
  • Must be comfortable working in a team setting




  • Serve as primary liaison between Stevens Pass and program directors
  • Coordinate and collaborate with department leads and team members as required to ensure a smooth transition from the point of sale to the completion of the end of the program
  • Develop and maintain a thorough knowledge of Stevens Pass products and pricing
  • Collaborate work with outside contractors and charter bus companies as required
  • Communicate the arrival time and needs of each group to the appropriate departments in a timely manner
  • Provide support to the Sales & Partnerships Manager and Supervisor as necessary
  • Offer additional mountain products when appropriate in order to enhance the guest’s on-mountain experience
  • Promote and encourage future visits by meeting group leaders, sending thank you notes, and conducting follow-up calls
  • Gather referrals for new business from current group leaders and pass this information on to the Group Sales Supervisor


  • Contact existing (returning) groups in order to start the booking process for the upcoming season
  • Maintain and update a master calendar of all group visits using Tripleseat
  • Contact new groups in order to increase sales for the resort
  • Coordinate all aspects and details of group events in accordance with the needs of the group leader and the resort
  • Communicate effectively with group leaders via phone, email, fax, letter and in-person
  • Prepare and update Group Event Order form (GEO) for upcoming group visits
  • Meet groups as they arrive on the mountain and provide support day-of
  • Collect payment and reconcile group accounts in a timely manner


  • Perform other duties as assigned by the department supervisor, manager, or the senior management team



  • Must be punctual and timely and adhere to attendance guidelines.
  • Adhere to specific departmental procedures and service guidelines
  • Strive to provide truly legendary service; setting and upholding department and company service standards
  • Present a positive, energetic, and upbeat personality, serving as a spokesperson for the resort
  • Maintain flexibility with work shifts and schedules
  • Focus on the business and guest satisfaction as priority over ride breaks and personal time
  • Perform duties with a high level of integrity
  • Embrace and promote the department mission statement and service guidelines


Physical Demands

Ability to sit for extended periods of time, viewing a computer monitor. Regularly required to walk, stand, sit and occasionally required to bend, stoop, kneel, climb stairs, balance, reach above shoulder and head. Must use hands and fingers to handle or feel, write, type, manipulate objects; reach with arms and/or hands. Must possess the ability to walk on uneven surfaces, and/or snow and ice covered surfaces, stairs and/or ladders. Must have the ability to tolerate exposure to work in all weather conditions. Possess the ability to lift and/or move 50 lbs. Must be able hear and to speak clearly to others including public speaking and phone and radio communication. Specific vision abilities required by this position include close vision, peripheral vision, depth perceptions, and the ability to adjust focus. The noise level in the work environment is usually moderate but may be loud on occasion.



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