Lodging Coordinator

Yellowstone Club is paradise in Montana. A private residential community in Big Sky, Montana, Yellowstone Club offers its members the world’s only private ski and golf community. With fabulous skiing and snowboarding and the most gorgeous spring and summer weather to enjoy the 18-hole golf course, rivers, hiking, biking, and more, our Members love being a part of this exceptional community. Our employees make the Yellowstone Club experience come alive. If you would love being a part of the Montana charm and providing the highest level of guest service, ensuring no detail is too small to overlook, and being a part of creating experiences, then Yellowstone Club is looking for you.

Yellowstone Club’s Residential Services department is currently seeking candidates for a Lodging Coordinator. This is a part-time year-round position located in Bozeman, Montana.

The purpose of the Lodging Coordinator is to manage the lodging reservations for the rental program. Work closely with the property managers, housekeepers, and experience coordinators as well as the accounting, sales, and concierge teams. 

Major Responsibilities:

• Ensure that each Member and guest receives outstanding service in a friendly environment which includes greeting and acknowledging every Member and guest, maintaining outstanding service standards, solid product knowledge and all other components of guest service.
• Empowered to guarantee total Member satisfaction, display hospitality and professionalism to our Members at all times, take pride in representing Yellowstone Club professionally with our Members and guests and assure that all transactions are handled in a legal and ethical manner.

• Understand and apply all property safety and security procedures to maintain a secure and safe environment for team members, Members, and guests at all times. In the event of an accident or emergency, seek medical attention if necessary and contact your direct manager, the Director of Rentals & Cabins, or Human Resources immediately. 
• Maintain a favorable working relationship with all Yellowstone Club team members to foster and promote a positive working environment.

Essential Job Functions:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Respond to incoming reservation requests, conduct inquiries, and provide information on rates and services
• Daily management of reservation systems (i.e. TEI) and reservation tracking spreadsheets
• Thorough understanding of Salesforce and its intended use 
• Maintain up-to-date information on rates, peak rates, and discounts
• Strong problem-solving skills with the ability to multitask and handle high-pressure situations 
• Detail-oriented, organized, and able to communicate professionally & effectively with both guests & colleagues
• Great teamwork, accountability, and the ability to motivate and support colleagues
• Work with Property Management to communicate home fixes to owners 
• Liaise with other departments to ensure guest needs are met
• Work with owners to ensure “blackout dates” are input for the season
• Cross-train with the REC and Front Desk teams for familiarity 

Other Duties and Responsibilities:

• Perform all duties and responsibilities in a timely and efficient manner in accordance with established Club policies, procedures, and standards of service to achieve the overall objectives of this position.
• Meet departmental productivity, organization, punctuality/attendance and consistency standards.

• Maintain a positive and respectful attitude.
• Treat Members, guests, vendors, customers and co-workers with professionalism and respect at all times. 
• Maintain privacy of our Members, guests, and staff at all times.
• Maintain a clean and neat appearance at all times. 
• Communicate regularly and effectively with all employees, supervisors, managers, directors, and VPs.
• Perform work in a safe and high quality manner. Maintain a high level of attention to detail. 
• Project a favorable image of Yellowstone Club to Members, guests, and staff at all times.
• Must be able to work flexible work hours/schedule including evenings, weekends and holidays. Long hours may be required due to business demands.
• Required to work one day per week in Big Sky, with the remaining days based in Bozeman.

Disclaimer: 

This job description is only a summary of the typical functions of this position and should not serve as an exhaustive or comprehensive list of all the possible duties, tasks and responsibilities being performed by people assigned to this classification. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed. 

Experience/Education Required

• 1-2 years of customer service related experience
• Proficiency in the Microsoft Office suite of programs
• High school diploma, GED or vocational training or job-related course work required

Experience/Education Preferred

• 1 year of experience with a reservations system
• 1 year of Salesforce experience
• Proven experience using communication and organizational skills to accomplish goals
• Formal training at vocational schools, colleges or universities recognized
• Similar combination of education and experience
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms and other office procedures and terminology.

Certificates & Licenses

• Valid US Driver’s License

Computer Skills

• Proficiency in basic technology including smartphones, computers, and email.
• Proficiency and knowledge of Microsoft Office systems, including but not limited to Word, Excel, Outlook, Publisher, and Power Point.

Language Ability

• Able to speak clearly and effectively with Members, guests, co-workers, vendors, and other Yellowstone Club departments. Able to write clearly and legibly. 

Math Ability

• Able to perform basic math calculations.

Reasoning Ability

• Ability to solve basic problems and/or know when it is necessary to get a manager to assist in problem solving.

Work Environment 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work for this position is usually performed in a climate-controlled environment. However, the employee may be required to work outside in extreme heat, cold, rain, wind, snow or inclement weather as the demands of the position so dictate. 

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally required to walk and work with hands and arms and lift up to 20 pounds. The employee is frequently required to talk and/or hear. The employee is constantly required to use their vision to perform an activity such as but not limited to: preparing and analyzing data and figures, viewing a computer terminal, extensive reading and determining the accuracy, neatness, attention to detail, and thoroughness of the work assigned. The employee is constantly required to sit, sometimes for several hours at a time, and use their hands and fingers to operate a computer. The employee is sometimes required to drive a company vehicle. The employee is constantly required to maintain safety standards and compliance with Yellowstone Club policies and Montana state laws when operating vehicles.

Receipt and Acknowledgment 

I acknowledge and understand that: 

• The job description provides a general summary of the position in which I am employed. The contents of this job description are job requirements and, at this time, I know of no limitations which would prevent me from performing these functions with or without accommodation. I further understand that it is my responsibility to inform my supervisor if at any time I am unable to perform these functions. 
• Job duties, tasks, work hours and work requirements may be changed at any time due to business demands, by the Club. 
• Acceptable job performance includes completion of the job responsibilities as well as compliance with the policies, procedures, rules and regulations of Yellowstone Club.

I have read and understand this job description as outlined herein. I have been allowed to ask questions in order to clarify any points listed on this job description.

Yellowstone Club offers great benefits including:

• Free transportation to and from Bozeman 
• Discounted Ski Pass 
• Employee Ski Days 
• Complimentary shift meals 
• 401k eligibility and bi-weekly match
• Access to onsite fitness center 24/7
• Discounted Employee Housing in Big Sky or Gallatin Gateway 
• Discounts to over 1000 retailers through ADP LifeMart
• End of season Employee Appreciation Day and retail sale 

For more information about the Club, visit www.yellowstoneclub.com.

To apply, please visit www.yellowstoneclub.com and click on "YC Careers" at the bottom of the homepage.

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