Job Summary
Reporting to the Vice President of Sales Operations, the Project Specialist (“Specialist”) will:
- Support a wide range of strategic and operational initiatives by:
- managing Sales projects as assigned
- ensuring that project timelines and deliverables are met.
- Support M&S internal communications including newsletter creation and event logistics.
- Provide flexible support to Sales Operations and Project Managers on a project-specific basis. Key responsibilities extend to all aspects of the Sales Operations process including:
- preparing comprehensive action plans, including resources, timeframes and budgets for projects,
- coordinating project tasks including scheduling and risk management,
- administrative support, including maintaining current comprehensive set of project documentation and handling financial queries.
- Support the Vice President and Sales Operations management team with:
- daily administrative duties following all company policies and procedures, including travel administration and expense processing,
- accurate and professional written documents,
- project analysis and status reports, including the maintenance of project documents,
- project finances and handles financial queries and resolves job cost and project expense discrepancies,
- contribute to employee engagement by facilitating M&S onboarding programs, including coordinating first day welcome, and photo record management.
- Support the global Marketing & Sales department by:
- maintaining the M&S SharePoint content and workflows
- assisting with the reporting and analysis of associate recognition programs
- tracking progression milestones in support of career development planning
- maintaining visibility of the team across brands.
Expected Contributions
Project Support
- Responsible for delivering project management throughout the assigned projects as required.
- Coordinate and track project timelines, deliverables, and follow-ups. Perform manual data entry, formatting, and document organization. Draft and edit internal communications, reports, and presentations.
- Assist in SharePoint & Content Management, SharePoint lists and document libraries. Ensure version control, metadata accuracy, and accessibility. Develop and manage SharePoint-based workflows and dashboards.
- Assist in the development and continual enhancements of the M&S Newsletter through collaboration with the Director of Projects and Sales Advisory Board, ensuring distribution in a timely and accurate manner.
- Helps prepare detailed budgets and budget breakdowns for assigned projects, ensuring that budgets are within job costing and reporting systems based on CGC/BOD budget or funding approvals.
- Conduct market research, provides analysis of project risks and opportunities.
- Prepare presentations for assigned projects or initiatives.
- Breaks projects into realistic and achievable actions and detailed activities with set timeframes.
- Facilitates the timely completion of deliverables required to expedite specified tasks.
Sales Operations Team Support
- Maintains comprehensive and updated project records and documentation.
- Provide support for conference preparation, including PowerPoint creation, proofreading, and research. Assist with presentation development and logistics coordination.
- Provides logistics coordination to ensure that all projects are working in tandem and do not negatively impact each other.
- Works closely with Sales Ops Leadership to issue all appropriate legal paperwork (e.g. contracts and terms of agreement).
- Coordinates project management activities, resources, equipment, and information.
- Help prepare detailed budgets and budget breakdowns for project managers. Escalate any concerns if budgets are at risk for staying within job costing and reporting systems based on CGC/BOD budget or funding approvals.
- Assists with market research, analysis and maintenance of the library of qualified consultants and vendors.
- Assists Sales Operations Leadership in the review and preparation of all change management records and administration that may occur on a project.
- Reviews invoicing for completeness and accuracy including coding.
- Assist with the preparation of Request for Qualifications (RFQs), Request For Proposals (RFPs), Bid and comply with all applicable procurement policies and procedures.
- Prepares and reviews written documents (e.g., RFPs, contracts, daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness.
- Responsible for overall project procurement management (internal and/or external parties or vendors) to ensure timely completion of assigned project(s).
- Ensure compliance with all executed contracts as required per project(s).
- Works with Sales Operations Leadership to eliminate blockers.
- Monitors project progress and assist Sales Operations Leadership to resolve any issues that arise.
- Documents and tracks any issues or problems that occur on Projects and the resolutions.
- Coordinates the timely completion of deliverables required to expedite specified tasks.
- Assists Sales Operations Leadership and project team with schedule management.
- Supports project coordination and scheduling by holding meetings and/or conversations as necessary to ensure that all project team members are on track to complete the project(s) according to schedule.
Business Relationships
- Develop and manage strong relationships with MVW internal key stakeholders and M&S Field Leaders.
- Provides cost and schedule information for and participates in the preparation of the Project Timeline Updates, Dashboard & Trends Reports, Development Status Reports, and summaries of Risks & Opportunities.
- Coordinates and attends Project kick-off meetings as required.
- Coordinates and participates in meetings to ensure consistency of message and maintain efficient, effective lines of communication documenting meeting action items.
- Welcomes (* Manages) internal and external guests.
- Acts as the point of contact and communicates project status to all participants.
Global Marketing & Sales Support
Provide support in core areas:
- Reward and Recognition Programs: RISE/ELEVATE - Management for All Brands Globally
- Support the Recognition & Rewards (R&R) Program by managing SE/ME photo records and onboarding engagement documents. Career Development Support documentation and assist with career progression recognition and resources.
- Assist Sr Manager of R&R with the tracking of career development milestones across brands.
- Purchase Incentives Programs (First Day Benefits)
- Support monthly purchase incentives accuracy for fulfillment and ensure full communication to the Field Leaders on changes, including the One Pager Overviews for each month.
Compliance and Assurance
- Develops knowledge and understanding of Corporate and MORI processes, policies, and procedures.
- Assists with maintaining, updating and tracking project approvals for all project(s).
- Creates and maintains comprehensive project documentation, plans and reports.
- Monitors projects and escalate areas of concern to Project Manager or Sales Operations leader(s) responsible for the project in a timely manner.
- Maintains project database by entering and backing up data and assures the project records are detailed and organized according to the best practices and standard of care.
Candidate Profile
Education
- Bachelor’s degree in Business Administration or a related field from an accredited university desired, or
- Minimum of 1 to 3 years functional experience within Marketing & Sales or an Administrative organization, with a focus on Project Management and Process support, - preferably within Timeshare industry, preferred (or similar experience in College organizations).
Experience
- Demonstrated ability in planning, organizing and implementing projects.
- Demonstrated experience with using the following tools to develop and host M&S resources, and be able to train/engage business clients with the use:
- Microsoft Office Tools especially SharePoint
- PC/Desktop Hardware/Software
- Database solutions
- Power BI
Skills & Attributes
- Possesses leadership presence and professional demeanor.
- Proven ability to function as a team player who works with a high degree of independence and credibility and successfully partner with professionals with different work styles and needs.
- Delivers results under difficult conditions and demonstrates balanced judgment under pressure; persistent – drives ideas.
- Makes decisions in a timely manner but also know when to seek direction/approval on essential matters, yet work with minimum supervision, using professional judgment and diplomacy.
- Must be able to meet deadlines and have proven follow-through on action lists and priorities with attention to deadlines and details.
- Analyzes and assesses situations to find effective solutions; creative problem solver, engages in fixing the problem; makes decisions using data.
- Strong organizational, planning, administrative, multi-tasking, prioritization, and problem-solving skills.
- Strong consulting skills and ability to interface with senior business leaders.
- Proven ability to develop and maintain effective relationships with a broad group of stakeholders and foster trust and influence key decisions.
- Proven ability to collaborate and resolve issues and influence without position authority.
- Strong communication skills with the ability to respond clearly, succinctly and promptly.
- Possesses high degree of integrity in dealing with sensitive information.
- Ability to work under pressure in a positive professional manner and to be flexible and adaptive to change.
- Flexibility, adaptability, and the capability to manage and prioritize multiple and conflicting priorities and tasks and keep track of information.
- Ability to remain current with Reward, Recognition and Incentive programs, trends and best practices.
- Possesses high degree of integrity in dealing with sensitive information.
- Integrates and balances priorities, work activities and resources for the benefit of multiple key stakeholders.
- Ability to be an active learner enhancing professional and business growth through the acquisition of knowledge and experiences; proven ability to challenge organizational norms and accepted thinking to improve effectiveness.
- Must be computer savvy with the ability to work with / adapt to legacy enterprise resources.
- Must be very fluent with Microsoft Office; an advantage would be working knowledge of Microsoft Project, with ability to:
- Customize, progress and update project schedules.
- Setup initial project template schedules.
- Willingness to travel - anticipated travel of less than 15% required.
Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.
