Retail Administrative Assistant - Yellowstone National Park

Overview

Live. Work. Explore. as a part of our Retail team in Yellowstone National Park!

Help guests take home Yellowstone memories! Yellowstone Retail is looking for friendly, enthusiastic, and passionate employees to provide unforgettable guest service to our visitors in our retail shops. We operate and maintain eleven retail outlets throughout the park. We don't sell souvenirs, we sell memories!

Job Summary:

This position provides administrative and operational support for Yellowstone retail operations and the Inspired by Yellowstone Artists Program, including coordinating artist events, managing inventory ordering and vendor relations, processing invoices and purchase orders, and supporting retail store operations. The role also assists with communications, supply management, documentation, and seasonal retail projects to help ensure efficient day-to-day operations across multiple retail locations.

The Details:Position Type: Full-Time, Year-RoundPay: $22/hour

Start Date: Early to Mid-June

Schedule: Typical schedule is 40 hours, 5 days/per week (may include weekends, evenings, and holidays)

Why Yellowstone National Park?We are a welcoming community who work hard, share a real passion for the environment, and enjoy crafting memorable experiences for our guests. As part of the Xanterra Travel Collection®, we are the primary authorized concessionaire in Yellowstone, and proud stewards of the park.

Life in Yellowstone:

• Housing - Not Included - most employees find housing in Gardiner, MT, Emigrant, MT or Livingston, MT
• A fast-paced, exciting work environment with plenty of upward mobility and growth opportunities
• Meet people of all ages from all over the country and world!

Benefits:

• Medical, Dental, Vision
• Paid Time Off and Holidays
• Disability Insurance
• 401k with match
• Life and AD&D Insurance
• Employee Assistance Program
• Wellness Programs
• Learning and Development Programs

Perks:

• Free Yellowstone & Grand Teton National Park pass
• Employee Recreation Program (recreation centers, athletics, gear rentals, seminars, van trips, hiking, and more)
• Access to discounted services at Yellowstone Medical Clinics operated by STGi.
• Employee discounts at local gateway communities
• Retail, Lodging and Travel Discounts
• $350 Referral Bonus Program
• The adventure of a lifetime!

Responsibilities

Administration of Inspired by Yellowstone Artists Program

• Maintain, update, and oversee Smartsheet Function for artist submissions and program scheduling, and tracking invoice payment to artists
• Oversee and coordinate the artist housing reservations with the Executive Assistant
• Responsible for reports, purchase orders, receiving, invoicing
• Communication with artists, artisans, and gift shop locations of event and workshop dates
• Create catering BEO’s for any workshops or events

Inventory Ordering and Control

• Work with the RDC Manager and Retail Merchandising and Training Specialist to oversee Coremark, Jedediah’s, QFD, Xanterra Supply Chain Warehouse and other vendors in placing orders, creating purchase orders and invoice payments, processing vendor RTV’s and credits.

Retail Office, Retail Distribution Center and Store Support

• Using Cloudsuite and other ordering platforms, work with Gardiner Retail Support Staff, Retail Distribution Center and Store Management in ordering operational supplies from various vendors and Supply Chain Management.
• Anticipate store opening and closing needs to ensure needed supplies are ordered well in advance of need.
• Work with the Retail Merchandising and Training Specialist to compose the Retail Newsletter and submissions to The Current.
• Document and File all retail related purchase orders, invoices, credits, RTV’s, and other documentation to maintain accurate vendor and artist files.

Other Duties

• May be asked to assist in Mail Order department order processing.
• May be asked to assist in store set-up, inventory, or store tear-down.
• Retail office and restroom cleaning on a rotating schedule given to all office staff

Qualifications

Required: 

• Must have excellent phone, written, and verbal communication
• Ability to work within a fast paced and quickly changing environment
• Must possess and maintain a valid driver’s license and clean driving record
• Minimum 1 years’ experience as an Office Administrator or office role
• Proficient in MS Office Suite with advanced knowledge of Excel
• Willingness to work holidays, weekends, and flexible shifts
• Communication skills and the ability to work effectively with others
• General office skills, proficiency in Microsoft Office, proper phone etiquette, filing and email communication
• Must possess and maintain a valid driver's license in order to drive company vehicles

Preferred (if applicable):

• Experience in a hospitality, retail or National Park environment
• Knowledge of company structure and policies helpful
• Experience with supply ordering
• Knowledge of Cloudsuite, MI9, Smartsheet, Canva
• Three years’ administrative experience in a fast-paced office setting preferred

Physical Requirements include:

• Must be able to walk, sit, bend, stoop, and/or stand for at least 30 minutes at a time
• Ability to lift and carry 40 pounds
• Must be able to work in hot, cold, and dusty environments at elevations above 5000’
• Must be able to work at elevations of more than 5000 feet, and in close proximity to animals like elk, deer, bison, mice and other animals, while respecting their space and not approaching
• Must have the hand dexterity and visual acuity to be able to sort and file paperwork

We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.