JOB SUMMARY
Position Summary
As a member of the professional staff, this position contributes specialized knowledge and skills in a discipline area to support team and/or department business objectives. Generally, work independently by following the established Standard Processes of the department to confidently and independently produce and close high standard, compliant contracting documentation and follow established guidelines to determine the validity of contract and closing documents.
Specific Job Summary:
The Sales and Closing Administrator will primarily ensure that all contract documents are efficiently completed in line with the processes and policies which will include the review and audit for accuracy, all individual, Corporate and Trust contract documents to determine the correctness of requirements outlined to complete and legally close the sales transaction. 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 and ensure contracts are sent promptly to facilitate timely closure. This position will perform all tasks necessary to ensure accurate system entry of data. This position will ensure compliance with document processing, cash management, reporting and work on continual process enhancement. It is essential for this position to work closely with New Owner Administration, Sales & Marketing, Member Services and Financial Services associates.
CORE WORK ACTIVITIES
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.
- Verify the accuracy of all contract information.
- Determine validity of contract and closing documents in accordance with established guidelines.
- Respond to internal and external requests for information regarding closing, 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:
- Report Development
- Develop efficient and standardized report templates for the team.
- Act as the team’s Power BI expert, creating dashboards and generating reports as needed.
- Provide ad-hoc reports as requested by NOA department.
- Alliance Partnership Program
- Generate, review and update reports on a weekly basis.
- Prepare and consolidate members’ relevant information and submit it to Marketing Team to ensure rewards are credited.
- Administrative Support, Compliance and Projects
- Provide support to sites by performing Sales Admin duties as and when required.
- Update the monthly billboard into the Daily Sales Report for all sites.
- Update the monthly billboard into the Exception Calculator for all sites.
- Update the CDC Printing excel files for all sites.
- Participate in NOA projects and Business Information Systems User Acceptance Testing as required.
- Take part in projects related to changes and enhancements in the TimeshareWare system.
- Upload new documents to Business Support SharePoint.
- Responsible to perform the daily execution of contracts, ensure compliance with standard and local operating procedures for PPP / FDB / Rebates Programs / Payment Schedule.
- Assist Manager, Sales Administration & Compliance in identifying and preparing updates on SOPs, Manuals and Forms.
- Perform other duties as appropriate.
- Contract Creation
- 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 them to Sales Associates.
- Check and print out the lead information from OTM system and enter in TimeShareWare (TSW) accordingly.
- Ensure the correct milestones are updated in TSW before and after contract execution.
- Validate financing information received and complete file with required back up verification documentation.
- Responsible for informing Sales Management on any contract related issues.
- Update all contract information in the Daily Sales Report and send daily email to Sales Management for sales for the day.
- Create new account in Friendshare Apps for FTB main member.
- Post Contract Creation
- Responsible for checking First Day Benefit (FDB) cost is calculated accurately, and exception approval has been requested by Sales Team for any FDB's exceeding Billboard.
- Responsible for checking whether approval is received for other exception requests (lower PPP, split payment etc.).
- Ensure all approval signatures are obtained before sending contracts for Ready to Close.
- Ensure Marriott Bonvoy number updated in TSW for all new purchasers.
- Follow up with Sales Team on Marriott Bonvoy Account for new purchasers who own an existing account.
- Charging of Payments
- Deposit and Establishment Fee.
- Pro Rate Maintenance Fee.
- Alt-Use Plus Points.
- Balance Payment.
- Need to be familiar with each approved payment method (credit card, bank transfer, CC Terminal for 12 months Installment with 0% Interest).
- Ensure the payment currency/ amount is accurate and approved by purchaser before charging the transaction.
- Ensure deposit charge happens only after rescission period.
- 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.
- 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.
- Prepare Contract for Closing
- Ensure that all signed contract documents and payments received are accurate and contain all necessary information and documentation.
- Communicate with Sales Team and Closing Team on Ready to Close contracts.
- Check and prepare contracts for closing.
- Responsible for assuring all contracts are scanned to Documentum.
- Reacquire & Reinstatement:
- Partner with members and/or respective departments to ensure documents submitted and received are accurate.
- Ensure necessary internal approvals are received.
- Responsible for the update and accuracy of information in TSW.
- Communicate with members and/or respective departments on process status.
- New Team Member Onboarding Support:
- Assist the Manager in onboarding and mentoring new team members, ensuring a smooth transition into the organization.
- Facilitate training by providing guidance on processes, systems, and compliance requirements.
- Collaborate with the Manager to monitor progress and provide constructive feedback during the integration period.
- Ensure quality in the following areas:
- Accuracy of Daily Charging
- Accuracy of Contract Documents
- Reporting
CANDIDATE PROFILE
Education and Experience
- Candidate must possess at least a Diploma or higher.
- Knowledge and experience in Sales Administration and Customer Service is preferred.
- Able to handle a flexible work schedule which will include weekends, public holidays and nights.
- Experience in high volume, fast-paced, results oriented business environments.
Candidate must be able to work:
- Weekends, public holidays and nights
- In Shift
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
- Teamwork
- 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
Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.
