Generic Position Summary

As a member of the professional staff, the position contributes specialized knowledge and skill in a discipline area to support team and/or department business objectives. Generally, works under supervision but is expected to have the knowledge of the Standard Processes of the department to confidently and independently produce high standard, compliant sales contracting documentation.

Specific Job Summary:

The Sales Administrator will primarily ensure that sales administration is efficiently completed in line with the processes and policies. This position will ensure quality and compliant processes are adhered to in all areas of contract production, financing applications, payment collection, follow-up, sales status reporting and purchasers’ file maintenance. This position will ensure compliance on document processing, cash management, reporting and work on continual process enhancement at a sales administration level. It is essential for this position to work closely with Marketing & Sales, Quality Assurance, Closing and Off-Site Brokers to provide quality customer service.

CORE WORK ACTIVITIES

Generic Expected Contributions:

• Perform tasks as assigned, to contribute to team, department and/or business results.
• Ensure quality contract document procedures and suggest improvements.
• Have a thorough understanding and knowledge of the product.
• Ensure contract documentation is accurate and provides correct representation.
• Protect Personally Identifiable Information (PII) as outlined by MVC Policies.
• Perform other duties as appropriate.

Specific Expected Contributions:

• Contract Creation Process:
  • Ensure the required documents are received and signed prior to contract creation as per the Standard Operating Procedures.
  • Ensure the required documents are received and accurate for Encore Package, Preview Package or Rental Rebate Purchaser prior to contract creation as per the Standard Operating Procedures.
  • Receive and check for legibility and accuracy of the completed Purchase Summary Worksheet and Contract documents from Sales Associates.
  • Follow established operational procedures for Identity Verification and run OFAC/CDC/PEP checks as required. Communicate with US MVW Legal Guidance team if further approval is needed.
  • Produce prompt and accurate contract documents and provide to Sales Associates.
  • Check and print out the lead information from OTM system and enter in TSW accordingly.
  • Ensure the correct milestones are updated in Timeshareware (TSW) before and after contract execution.
  • Informs Sales Management on any contract related issues.
  • Update all contract information in Daily Sales Report and send daily email to Sales Management for sales of the day.

• Post Contract Creation:

• Ensure all approval signatures are obtained before sending contracts for Ready to Close.
• Ensure all contract documents are executed at Point of Sale and ensure documents are completed correctly.
• Follow up on Marriott Bonvoy Account for new purchasers with Sales Team.
• Responsible to scan all contracts to Documentum once Ready to Close.
• Prepare Sales Conversion Report and other necessary documents to send contracts for conversion.
• Check and prepare contracts for closing. Run Ready to Close report and submit to Closing team.
• Responsible for assuring all contracts are processed and batched “Ready to Close” in TSW and scanned to Documentum.
• Communicate with Sales Team and Closing team on Ready to Close contracts.
• Update the daily sales report on any contract changes.
• Prepare Unclose Aging Report twice a month and review with Sales Team and Finance Team.
• Update Phuket Finance team on all amendments for unclosed contracts.

• Charging of Payments:
  • Deposit
  • Alt Use Plus Points
  • Pro Rate Maintenance Fee
  • Establishment Fee
  • Balance Payment
  • Need to be familiar with each approved payment methods (credit card, tele-transfer, cheque).
  • Verify the payment status with Finance team when payment method is Tele-Transfer and cheque.
  • Ensure the payment currency/ amount is accurate and approved by purchaser before charging the transaction.
  • Ensure deposit charge happens only after rescission period.
  • Ensure the payment currency tally with the contract currency.
  • Update all payments in TSW and in Sales report on daily basis.
  • Ensure there is approval from purchaser/ sales associate whenever there is change of payment date/ credit card details.
  • Send out email confirmation to purchaser once first deposit payment is successfully charged.

Contract Cancellation:

• Prepare the Cancellation Form for all cancelled contracts and ensure email correspondence is attached.
• Obtain approval signatures from department head before submitting Cancellation Form for refund process.
• Update refund transactions and change contract status in TSW and update changes in report.
• Responsible to scan all Cancelled contracts to Documentum.

• Reacquirement:
  • Complete the reacquirement form based on the accurate information of respective contract.

• Friendshare:
  • To review the Friendshare list provided by Marketing Team on monthly basis.
  • Insert the Friendshare rewards in TSW and ensure it is linked to the correct referring member and contract number.
  • Ensure the Friendshare Tier and expiration date is accurate in TSW.

• Weeks Enrollment:
  • Ensure the tour sheet is received and signed by purchaser before generating the correct documents from OTM system.
  • Monitor the contract status before proceeding with online week enrollment process.
  • Ensure all enrollment documents are signed by purchaser before courier the original signed copy to US.

• CPOP:
  • To prepare the CPOP Termination letter based on the accurate information of respective contract.
  • Scan the signed CPOP Termination Letter to Documentum and inform Closing team to proceed with termination.

• Other Duties:
  • Provide the monthly rate to Sales Team before the beginning of the month.
  • Provide the daily Deposit Due Date calendar to Sales Team.
  • Provide support to other sites by performing Sales Admin duties as and when required.

• Provide Daily Gross Contract Volumes Report to Reception Department and Phuket Sales Management Team to arrange SE line rotation daily.
• Record “Contract Timing” and provide to the Sales Manager during the SM, QA, NOA weekly catch up.

CANDIDATE PROFILE 

Education and Experience

• Candidate must possess at least a Diploma or higher
• Knowledge and experience in Sales Administration is required
• Able to handle a flexible work schedule which will include weekends
• Experience in high volume, fast-paced, results oriented business environments

Candidate must be able to work the following hours:

Monday, Tuesday, Wednesday:

Shift A – 9.00am to 5.00pm

Shift B - 11.00am to 7.00pm

Shift C - 1.00pm to 9.00pm

Thursday, Friday, Saturday, Sunday:

Shift A – 9.00am to 5.00pm

Shift B - 11.00am to 7.00pm

COMPETENCIES - Fundamental competencies required for accomplishing basic work activities

CRITICAL COMPETENCIES

Analytical Skills

• Learning & procedure driven
• Ability to comprehend, analyze and present data.
• Mathematical skills
• Ability to apply common sense understanding to carry out detailed, involved instructions to deal with problems involving several concrete variables in or from standardized situations.

Interpersonal Skills

• Interpersonal Skills
• Team Work
• Confidentiality

Communications

• Listening
• Telephone Etiquette Skills
• Applied Reading
• English Language Proficiency
• Ability to communicate to various levels of a complex organization.

Personal Attributes

• Positive Demeanor
• Dependability
• Integrity
• Adaptability/Flexibility
• Stress/Pressure Tolerance
• Mature and Professional Attitude
• Ability to work independently

Organization

• Multi-Tasking
• Time Management
• Detail Orientation
• Planning and Organizing
• Effective Filing
• Procedure-driven

Computer Skills

• Computer and word processing skills,
• Microsoft Excel & Word

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Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.