Administrative Assistant

About the role

Westgate River Ranch Resort & Rodeo provides the opportunity to work at an authentic Florida dude ranch on 1,700 beautiful acres overlooking the scenic Kissimmese River. The position involves handling In-House tours, II/Exchanger tours, and assisting with various administrative tasks.

Responsibilities

• Receive, track, and organize all In-House tours, II/Exchanger tours, etc.
• Handle customer service inquiries and complaints pertaining to In-House tours.
• Perform general office duties such as creating and distributing memos, filing, and copying.
• Liaison for reservation issues.
• Aid the Sales Support Director with administrative duties.
• May be responsible for timekeeping if needed.
• Manage payroll for Independent Contractors.
• Maintain Central Filing System - filing arrival notices, opening and closing sales floor, sending out end of day gifting emails, updating arrival reports, distributing arrival notices, maintaining inventory of supplies, and ordering supplies.
• Run reports as needed for Sales and Sales Support Management, including but not limited to All Rate Codes report, Projection report, Check Ins report.
• Communicate with HR, Payroll, and Commission Department for hiring, terms for IC reps, contracts for reps, PARs for reps, and ensuring accuracy, completeness, and timeliness of all duties.
• Update information for IC reps with SAMS and Connie Sharp in Comm. Dept.
• Ensure accuracy, completeness, and timeliness of all duties requested by Sales Support Director.
• Establish procedures that implement operational and departmental policies.
• Print and distribute surveys for In-House tours, account information for In-House owners.
• Research commission questions from reps.
• Prepare monthly, weekly, etc. reports and summaries for Sales Support Director.
• Process deals and handle cash/credit card purchases, batching out and settling credit card machines.
• Assign inventory correctly for the purchase of Timeshares.
• Coordinate with Contract through Microsoft Teams to process deals on the back end.
• Closing out all tours once completed with correct Sales Manager and Rep.
• Ensure tablet and supply cabinets are locked, lights turned off, and office doors are locked.
• Other duties as assigned.

Qualifications

• High school diploma or GED.
• One to three months related experience and/or training, or equivalent combination of education and experience.
• Ability to read and comprehend simple instructions, short correspondence, and memos.
• Ability to write simple correspondence.
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's.