To ensure the successful support operations of the timeshare sales efforts at Polo Towers. Assist the sales management team in the implementation of projects and programs. Oversee the tour reception, gifting, and tour host processes
1) Manage all sales support team members including, but not limited to, recruitment, training, scheduling, motivating, coaching, counseling, payroll submission, and terminations. Prepare and/or submit all necessary new hire, personnel change, and termination paperwork to human resources in a timely manner.
2) Supervision and assistance of the tour check-in and check-out process. Ensure the accuracy of the rotor management. Provide coverage when necessary.
3) Assist the Project Director and sales management team in the day to day departmental sales execution and communications:
a) Maintain and update all internal logs
b) Assist with departmental memos, letters, update and maintain all sales relates SOPs.
c) Client customer services – inbound calls to sales office
d) Additional FDI reports (daily) and other FDI reporting distributed weekly. Submit weekly FDI chargeback forms to accounting/payroll.
e) Submit approved SPIF requests to payroll and monitor SPIF account balance as required
f) Coordinate information for national sales contests and sales training
g) Update and distribute any prices changes to sales team
h) Maintain and control of DRI logo ware inventory for sales department and submit weekly distribution reports as necessary and submit required chargeback and/or gift acknowledgement forms to payroll.
i) Submit tour trackers as required
j) Coordinate release of reserve funds through corporate accounting
k) Assist with Concur reimbursement requests (as delegate)
4) Sales & marketing reporting and distribution:
a) Prepare sales agent tour segment stats on a monthly basis for segment rotor assignments
b) Special sales analysis and reports as requested by sales managers
c) Owner contract information look ups for sales managers
d) Collect reports for quarterly booklets for PD
5) General office duties to include but not limited to ordering office supplies, equipment, outgoing mail processing, distribution on inbound sales mail, keep all POS forms stocked & updated, request check request/vendor set up, call for copy repair, work with I.T., maintenance, housekeeping, and F&B as needed.
6) Assist in the compiling with Broker and/or Human Resources Issues & Reporting
a) PARs & PAFs for sales support team (not agents)
b) Attendance & schedules for sales department to include tour reception, gifting, sales agents, sales managers, training schedules. Monitor, update and approve team timecard entries on a timely basis.
c) Assist in the research of Payroll discrepancies for the sales team
d) New Hires (update phone list, sign in sheet, order business cards, pager, e-mail set up, DRI uniform with gift acknowledgment).
e) Monthly sales staff reports National Sales & Marketing Support Manager
7) Other duties as assigned by manager/supervisor
SKILLS REQUIRED
- Minimum two (2) years management/supervisory experience
- Minimum five (5) years administrative assistant experience (or related duties)
- Prefer experience in vacation ownership
- Prefer experience in the visitor industry
- Excellent computer skills in Word, Excel, Outlook, and similar programs
- Proven organizational, administrative, delegation, time management, and telephone skills
- Exceptional written and verbal communication skills
- Able to understand, interpret and create spread sheets and budgets.
- Strong quantitative and analytical abilities
- Exceptional customer service skills
- Knowledge of the timeshare business, company products and services
- Ability to work well with fellow associates at all levels of the company
- Able to work a flexible schedule
- Ability to train one-on-one or a group environment
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions to verbal, mathematical, or diagram form and deal with several abstract and concrete variables.
Cultivates a philosophy of change. Anticipates changes & develops plans and programs to optimize resources & benefits.
Has the flexibility to set goals and/or adjusts goals on daily-weekly-monthly and yearly basis based on market trends or company direction.
Flexible work schedule that may include extended hours, weekends, evenings, holidays
