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 NOA & Sales Assistant (GRO) will primarily ensure that administration for Japan site is efficiently completed in line with the processes and policies. This position will ensure quality and compliant processes are adhered to in all areas relating to Sales & NOA. This position will ensure compliance on document processing, reporting and work on continual process enhancement at an administration level. It is essential for this position to work closely with multiple departments to provide quality customer service.
Also, work at the Tokyo Sales Gallery as well as Sheraton Sales Gallery and receive guests arriving to attend the sales preview. He/she will also be responsible for guest check-in, customer service, guest confirmation, gift distribution, reporting, ensuring that effective costs measuresare maintained as well as administrative
duties.
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:
- Ensure the required documents are received and signed prior to contract creation as per the Standard Operating Procedures.
- Receive and checks for legibility and accuracy of the completed Purchase Summary Worksheet and Contract documents from Sales Associates.
- Follow established operational procedures for Identity Verification and OFAC/CDC/PEP checks as required.
- Submit accurate documents promptly to the Centralized Contracting Team so that contract can be created in TSW.
- Print, organize, and provide the contract documents to the Sales Associates.
- Inform Sales Management on any contract related issues.
- Create new account in Friendshare Referral Apps for FTB main member.
- Post Contract Creation:
- Ensure all contract documents are reviewed prior to execution and again following execution of the documents.
- Retrieve CDC/PEPS data result from SharePoint and file accordingly.
- Communicate with US MVW Legal Guidance team if further approval for OFAC/CDC/PEPS is needed.
- Assist Sales Administration Supervisor on the arrangement to send the original signed documents for closed contract back to Singapore.
- Monitor and ensure the pre-print documents are up-to-date and sufficient.
- Responsible to scan contract documents to Documentum.
- Contract Cancellation:
- Prepare the Cancellation Form for cancelled contracts and ensure email correspondence is attached.
- Obtain approval signatures from department head before submitting Cancellation Form for refund process.
- Update the Refund Log in SharePoint and send email together with documents for the SG Finance team to process refund.
- Responsible to scan all Cancelled contracts to Documentum.
- Weeks Enrollment (for Points purchase and Encore purchase):
- Responsible to scan the weeks enrollment documents to Documentum.
- Assist Sales Administration Supervisor on the arrangement to send the original signed documents back to US.
- Sales Assistant (GRO):
- Assist the Sales Manager in the overall efficient operation of the Sales Gallery as well as generation of reports.
- Respond to and manage in a timely manner any guest concerns or complaints in conjunction with any relevant departments i.e. Marketing and Customer Delivery.
- Ensure all guests are greeted and registered in a timely manner, and that all gallery administrative support associates always provide the highest level of guest service in their interaction with tour guests.
- Ensure that all cash operation accounts are regularly checked and audited, and any discrepancies are immediately reported to the Finance department and Sales Manager.
- Manage vouchers' count and inventories. Managing inventories and ordering and invoices of items in Gallery.
- Closing of manifest in OTM.
- In charge of line order.
- Generate and prepare reports required for sales operations.
Education and Experience
- Candidate must possess at least a Diploma or higher
- Knowledge and experience in Sales Administration or Customer Relations is required
- Able to handle a flexible work schedule which will include weekends and nights
- Experience in high volume, fast-paced, results oriented business environments
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
- Teamwork
- Confidentiality
Communications
- Listening
- Telephone Etiquette Skills
- Applied Reading
- Japanese and 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
Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.
