JOB SUMMARY
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.
- Determine validity of contract and contract documents in accordance with established guidelines.
- Respond to internal and external requests for information regarding contract creation process, contract documents, preparing and distributing reports as required to appropriate parties.
- 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.
- Validate financing information received, complete file with required back up verification documentation.
- Responsible to inform 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.
- Ensure new account is created in Friendshare Apps for FTB main member
- Post Contract Creation:
- Assist to check First Day Benefit (FDB) cost is calculated accurately and exception approval has been requested by Sales Team for any FDB's exceeding Billboard.
- Assist to check whether approval is received for other exception requests (lower PPP, split payment & etc). Follow-up with the Quality Assurance Executive if exception approval is not yet received.
- Ensure all approval signatures are obtained before sending contracts for Ready to Close.
- Responsible to scan all contracts to Documentum once Ready to Close.
- Ensure all contract documents are executed at Point of Sale and ensure documents are completed correctly.
- Ensure Marriott Bonvoy Account is created/updated in TSW for all new purchasers.
- 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.
- Charging of Payments:
- Deposit.
- Alt Use Plus Points.
- Pro Rate Maintenance Fee.
- Establishment Fee.
- Exchange Company Dues.
- Balance Payment.
- Need to be familiar with each approved payment methods (credit card, tele-transfer, cheque, CC Terminal for 12 months Installment with 0% Interest, GIRO).
- 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 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.
- Scan all the supporting documents to SharePoint for SG Finance team reference.
- Update the Refund Log in SharePoint and send email with screenshot to SG Finance team to process refund.
- Responsible to scan all Cancelled contracts to Documentum.
- Ad Hoc Refund
- Prepare the Ad Hoc Refund Form whenever required ensure email correspondence is attached.
- Obtain approval signatures from department head before submitting Ad Hoc Refund Form for refund process.
- Update refund transactions and update changes in TSW.
- Scan all the supporting documents to SharePoint for SG Finance team reference.
- Update the Refund Log in SharePoint and send email with screenshot to SG Finance team to process refund.
- Weeks Enrollment: (for Points purchase and Encore purchase)
- 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 week enrollment documents are executed by US team (MVC Pre Contracts Administration) before proceeding with online week enrollment process.
- Ensure all enrollment documents are signed by purchaser and enroll online before courier the original signed copy to US.
- Assist Sales Administration Manager on the arrangement to send the original signed documents back 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.
- Scan completed CPOP Termination Agreement to Documentum.
- Other Duties:
- Prepare the monthly exchange rate to Sales Team before the beginning of the month.
- Provide support to other sites by performing Sales Admin duties as and when required.
- Attend weekly meetings with Sales Team whenever required.
- Prepare the Unclosed Aging for a meeting twice a month and attend Unclose Aging Meetings with Sales Administration Manager and Assistant Sales Administration Manager.
- Assist to check and update the member bags inventories report for Sales Administration Manager to review on month end.
- Provide support to the Assistant Sales Administration Manager at coaching, guidance and training to NOA new hires for all Sales Administration Process and NOA workflow.
- Collaborate with the team to create a SA monthly schedule for the Sales Administration Manager to review. Once the SA monthly schedule is approved by NOA Director, share it with DOS & HR.
- Provide the driver with the SA schedule to coordinate transportation arrangements for the team.
- Responsible for resolving the OBL issue encountered by the team.
- Responsible to log request TSW Sales Personnel Name Creation when there’s a new Sales Executive/TO/QA&MAE on site.
- Deal with Iron Mountain for sending Closed and Cancellation contract including retrieve contract document which require.
- Provide copy of week contract to the Owner Services if required.
- Update the Daily Sales Report status daily to ensure accuracy for all fields.
- Ad Hoc Support and Request:
- Participate in NOA projects and Business Information Systems User Acceptance Testing as required.
- Responsible to ensure smooth daily Sales Administration process when manager is unavailable.
- Ensure compliant working practices and security within the New Owner Administration working area.
- Perform other duties as appropriate.
- Ensure quality in the following areas:
- Accuracy of Daily Charging.
- Accuracy of Contract Documents.
- Accuracy Reporting (Daily Sales Report).
- Monitor PPP offered.
- Monitor FDB % offered.
- Average Days to Close.
Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.
