Coordinator, Business Operations I

About the role

Accountable for performing all facets of the operations department to include tour reception, gifting and contracts in accordance with T+L Standard Operating Procedures. Promote a professional atmosphere for our guests, Sales & Marketing staff.

Responsibilities

• Greet and qualify touring guests.
• Collect and validate all guest information.
• Assign tours to Sales Agents and provide information to Sales & Marketing department as necessary (15% time).
• Provide exceptional customer service to all guests.
• Answer phones and guest questions in a professional manner.
• Assist property owners with contract questions or concerns (10% time).
• Distribute premiums to guests upon closure of presentation.
• Complete daily gift, tour and contract reconciliation in all systems (20% time).
• Data entry of all tour and gifting information into Central Reservations Systems / Epiphany system and running of reports.
• Prepare and balance cash, down payments, site stats for Contract Department (20% time).
• File and secure all documents per procedures.
• Maintain Property Owner Information per PII and PCI standards (5% time).
• Prepare Timeshare Sales Contracts for Sales Department and Property Owners.
• Assist Administrative Supervisor in support of Sales Staff.
• Preparation and maintenance of legal documents (20% time).
• Assist Supervisor to provide additional administrative support to internal departments to include Sales, Marketing, HR, and Resort teams (10% time).
• Performs other duties as needed.

Travel Requirements

No travel required.

Minimum Requirements and Qualifications

Education

High School Diploma

Knowledge and Skills

Computer Skills Required

• Proficient in the use of the Central Reservation System (CRS) or EPNY (preferable)

Technical Skills

• Proficient in Microsoft Word
• Proficient in Microsoft Outlook
• Proficient in Microsoft Excel

Job Experience

• One year of general office experience
• One year of customer service experience
• Experience equivalent to the education requirement may be accepted in lieu of the education requirement.

Complexity Level of decision making authority

Coordinator may be required to make limited operational decisions when resolving owner issues or objections.

Level of autonomy

Coordinator’s daily work will be verified daily, weekly and monthly to ensure accuracy and validation of all tour, gifting and contractual paperwork.

Impact of incumbent's decisions on the organization

Coordinator’s decisions may cause commission delays, site revenue recognition delays, and delays in contract securitization, cost per tour and marketing payroll inaccuracies.

Supervisory Responsibility

None

Scope/Financial Responsibility

Coordinator is accountable to meet WCF Scorecard metrics, Accounting Deliverables, maintain Cost of Sales, Product Yield Management, and ensure adherence to T+L Standard Operating Procedures to secure the company’s assets.

How You'll Be Rewarded

• Medical
• Dental
• Vision
• Flexible spending accounts
• Life and accident coverage
• Disability
• Depending on position, paid time off, parental leave and holidays (speak to your recruiter for additional information)
• Wish day paid time to volunteer at an approved organization of your choice
• 401k with employer match (subject to eligibility requirements, including tenure - speak to your recruiter for additional information)
• Legal and identify theft plan
• Voluntary income protection benefits
• Wellness program (subject to provider availability)
• Employee Assistance Program