Resort Coordinator [Hakuba]

Job Description

Resort Coordinator - Rhythm Rides

Location: Hakuba

Dates: November through to April

Wages: TBC

Reports to: Hakuba Location Manager - Rhythm Rides

Direct Reports: None

Functional Support: Resort Relations Manager - Rhythm Rides; Guest Services Leadership

Position Type: Seasonal full-time, cross-functional support role

Language Requirement: Professional fluency in Japanese and English

About us:

Rhythm is about creating epic experiences for our customers, which starts with our people. We live by our values and put people first. We take pride in creating working and living environments that foster innovation, adventure, and balance. Working at Rhythm is more than a job; it's an experience you will have forever.

The Role:

The Resort Coordinator - Hakuba is the local bilingual representative for Rhythm Rides and provides resort liaison, Guest Services, administration and practical operational support to the Hakuba team.

The role maintains day-to-day contact with Hakuba resort stakeholders, gathers and communicates local resort information, and supports the Hakuba Location Manager with Japanese-English communication. The Resort Relations Manager provides national guidance on resort relationships, approvals and compliance administration and supports escalation of complex or sensitive matters.

Senior leadership retains authority for decisions about how Rhythm Rides operates at each resort, including products, policies and procedures. This role communicates resort requirements and approved Rides procedures locally; it does not independently set operating policy or make commitments on behalf of the business.

Because the Hakuba team is small, the Coordinator also provides rostered cross-functional coverage across Guest Services and daily operations, including days off and peak periods. The Hakuba Location Manager remains accountable for daily operations, local team compliance, employee performance and significant guest or operational decisions.

The Resort Coordinator - Hakuba is accountable for:

Professional local representation and communication with Hakuba resort stakeholders

Accurate communication of resort requirements and approved operational updates

Clear Japanese-English translation and interpretation

Reliable Guest Services and operational coverage across the seven-day operation

Professional local onboarding and initial accident or injury support

Accurate local administration and accounts records

Prompt escalation of complex resort, compliance, guest or reputational concerns

Key Responsibilities and Duties:

Local Resort Representation and Compliance Support

Act as Rhythm Rides' local representative and day-to-day contact for Hakuba resort partners.

Attend resort meetings and in-person discussions when required and represent Rhythm Rides professionally.

Maintain regular communication with resort contacts, gather relevant information and keep the Hakuba Location Manager informed.

Seek guidance from the Resort Relations Manager on relationship issues, approval requirements and sensitive communication.

Escalate complex, sensitive or high-risk resort matters to the Hakuba Location Manager and Resort Relations Manager for national review and, where required, senior leadership direction.

Maintain accessible local copies of current resort requirements and approved Rides procedures provided through the Resort Relations and leadership teams.

Communicate changes to resort rules and requirements, and communicate approved updates to Rides operating procedures once direction has been confirmed.

Gather local information or documents required for approvals, registrations and compliance records.

Report suspected non-compliance to the Hakuba Location Manager; formal employee follow-up does not sit with this role.

Bilingual Communication

Act as a liaison between Japanese-speaking and English-speaking team members, resort contacts and local stakeholders.

Translate routine documents, emails and operational communication between Japanese and English.

Provide Japanese-English interpretation during meetings, calls and conversations, supporting accurate communication and mutual understanding of relevant cultural context and business etiquette.

Confirm decisions, actions and responsibilities are understood and maintain clear bilingual records when required.

Guest Services and Day-of Lesson Support

Provide rostered Guest Services coverage during days off, peak periods and operational gaps.

Respond to routine lesson enquiries and maintain accurate booking, guest and special-requirement information.

Support guest check-in, meeting points, transport information and the daily lesson line-up.

Complete routine booking updates and resolve guest issues within approved procedures and authority.

Escalate complaints, refunds, sensitive concerns and decisions outside the role's authority to the appropriate manager.

Operational and Incident Support

Provide practical operational support as required, including guest and instructor transport, vehicle allocation and readiness, lift-ticket distribution, meeting points and other daily logistics.

Provide current Japanese-language lift, weather, transport and resort-operation information when access is limited by language or accessibility.

Communicate with Hakuba resort ski patrol to request assistance for on-mountain injuries or accidents in line with local protocols.

Support initial communication during serious guest or staff accidents or injuries and connect the team with appropriate medical or interpretation services.

Support initial vehicle-accident reporting and communication with police, local authorities, vehicle providers or insurers as directed by the Hakuba Location Manager.

Record key details and provide interpretation during the initial response, then hand ongoing incident management to the Location Manager and relevant support teams.

This role does not provide medical advice, investigate incidents or make operational safety decisions.

Local People and Culture Support

Support bilingual seasonal onboarding and approved local settlement requirements under the direction of People and Culture and location management.

Assist with town-office registration, bank-account opening, onboarding materials and approved expat support where required.

Provide initial bilingual support following a work-related injury, then hand ongoing injury management and employee support to People and Culture and the relevant manager.

Local Administration and Accounts Support

Provide general administrative support to the Hakuba Location Manager and local leadership team.

Maintain local records, correspondence, contact information and operational documentation.

Support meetings, travel, deliveries, seasonal preparation and other administrative requirements as needed.

Manage petty cash and operational credit-card administration, maintaining accurate receipts and reconciliation records.

Submit records within required timelines and escalate missing information or discrepancies to the Hakuba Location Manager and Finance.

Collaboration and Role Boundaries

Senior leadership owns decisions about how Rhythm Rides operates at each resort, including operating models, products, company policy and procedures.

The Hakuba Location Manager owns daily operations, local team compliance, employee performance, resource allocation and significant guest decisions.

The Resort Relations Manager leads national resort relationships, approval coordination and compliance administration, and ensures senior leadership receives the information required to make informed decisions.

This role supports the Resort Relations function locally through day-to-day resort contact, information gathering and communication of approved requirements and decisions.

The Privates Assistant Manager supports instructor operations and leads lesson