Sales Operations Coordinator - Administrative Asst III

The Sales Admin III supports our virtual sales team with day-to-day operations including assigning tours and leads, Salesforce reporting, contracts and signings, equipment, basic tech troubleshooting, and general sales support. This is a hybrid role and requires previous timeshare sales and/or timeshare operations experience. Looking for someone organized, tech-savvy, and comfortable working in a fast-paced sales environment.  $22/hour.

At Holiday Inn Club Vacations, we believe in strengthening families. And we look for people who exhibit the courage, caring and creativity to help us become the most loved brand in family travel. We are committed to growing our people, memberships, resorts, and guest love. That is why we need individuals who are passionate in life and bring those qualities to work every day. Do you instill confidence, trust, and respect in those around you? Do you encourage success and build relationships? If so, we are looking for you.                                                                                                      

POSITION DESCRIPTION:

 The Company operates a Corporate Sales team and employs Sales Consultants to sell virtually within the Sales and Marketing Department.  The primary function of the Administrative Assistant is to manage, monitor, and review the day-to-day activities and operations to secure effiency and compliance to company policies. This position is responsible for setting up equipment, assigning leads, processing premiums, maintaining accurate reporting, assisting Team Members whenever necessary, and performing daily administrative tasks for the Sales and Marketing teams.

ESSENTIAL DUTIES AND TASKS  

Responsible for assigning leads/tours in rotation, managing and opening tour waves/allottments in Tour Management,helps keep SharePoint presentation material updated, does small IT problem solving with agents and managers as needed, and ensuring the team follows the SOPs for uploading their presentations as expected. Communicate with the respective leaders in Sales and Marketing with any changes regarding tour waves and help resolve issues in a timely manner. Ensuring all tours/sales are recorded accurately in Salesforce, distributing equipment to work from home, and providing requested information for accurate reporting. Responsible for pulling and distributing Power BI profiles and Tour Histories to agents, responsible for assisting owners and agents through the signing and documents process, may have contact with owners to follow up on documents, etc. Works with marketing to reschedule or move tours as needed.Assists with submitting contract information as needed and monitoring of Creative Signings processes to ensure we stay on track.

40%

Assists management and the team in securing sales, submitting correct paperwork, and ensuring the team properly dispositions their calls in Salesforce for accurate reporting. Helps manage phone calls, correspondance and compliance. Partner with leaders to ensure Company policies and procedures are adhered to.

30%

Provides research assistance with II/RCI/Registry memberships/Club enrollment, deeding, financial information/history, escalations, etc.

10%

Executes proper communication with all affiliated departments to ensure all Sales and Marketing administrative processes are efficient, consistent and meets all Company guidelines. 

10%

Perform all pertinent administrative responsibilities to ensure a successful Sales and Marketing operation. 

10%

This job description in no way states or implies that these are the only duties to be performed by the employee in this position. It is not intended to give all details or a step-by-step account of the way each procedure or task is performed. The incumbent is expected to perform other duties necessary for the effective operation of the department.

SUPERVISORY RESPONSIBILITIES 

• None.

EDUCATION and/or EXPERIENCE 

• High school diploma, GED or equivalent.

• Advanced knowledge of Microsoft Excel.

• Minimum of 3 years’ timeshare sales experience.

CERTIFICATES, LICENSES, REGISTRATIONS

• Nevada Timeshare Sales License Required / Willing to Obtain

WORKING CONDITIONS

Most of the work will be performed in a designated remote location that may be climate controlled but may be exposed to inclement weather and varying degrees of temperature when traveling to designated locations connected with the job.

PHYSICAL DEMANDS

While performing the duties of this job the employee may be required to sit or stand for extended periods of time. Will be required to bend, twist, reach, push, pull and operate office machinery. Must be able to lift fifteen pounds. Specific work assignments may change without notice. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.

WORK SCHEDULE/HOURS

Schedules will vary depending on business needs, and may entail working nights, weekends, and holidays. Must be flexible to work outside of departmental operating hours.

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