Administrative Assistant

  • Full-time
  • Property: 76515-WG Las Vegas Resort

Company Description

ABOUT WESTGATE RESORTS
Westgate Resorts provides a diverse range of vacation experiences. From sandy beaches on the Atlantic Ocean to snow-covered Utah mountains, families can affordably experience the country's most desirable vacation destinations. A world leader in the timeshare and hospitality industry, Westgate has resorts in Florida, Tennessee, South Carolina, Missouri, Utah, Nevada, and Arizona. Westgate meets every vacation expectation, for every family, for every budget. As we continue growing, we will continue offering the best and most-affordable vacation options out there!

 

Job Description

The primary responsibility is to receive, track and organize all Inhouse tours, II/Exchanger tours, etc. Handles customer service inquiries and complaints pertaining to IH tours. General office duties might include: creating and distributing memos, filing, copies. Liaison for reservation issues. Assist Director of sales with any administrative duties that are needed. May be responsible for timekeeping if needed. Responsible for payroll for Independent Contractors.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

  • Maintain Central Filing System - Filling arrival notices after sales rep have sign their slips by tour date.
  • Updates on arrival reports - Running arrival reports for inhouse on daily basis in order to get the information new referral "add ons".
  • Distribution of arrival notices - the proper distribution of the arrival notices on a daily basis.
  • Customer service - answering the phones properly, answering questions for sales rep and specialty tours , researching information for sales reps and specialty tours when needed.
  • Computer skills - being able to operate computer and full use of "word and excel" including typing.
  • Reports -- running reports as needed for Inhouse Sales Director.
  • Inventory of supplies and send requests for orders to designated purchaser.
  • Handle all paperwork, admin, etc through HR, Payroll, and with Commissions Dept for Hiring, Transfer, Promotion, and terms for IC reps. Sign off on PARs and send to Director of Sales to sign off on PARs. Liaison for HR: Hiring, Terms for IC reps, contracts for reps, PARs for reps, etc.
  • Update information for IC reps with SAMS and Connie Sharp in Comm. Dept.
  • Ensures accuracy, completeness, and timeliness of all duties requested by Sales Director.
  • Establishes procedures that implement operational and departmental policies.
  • Print and distribute Survey's for Inhouse Tours, Account Information for Inhouse Owners, etc.
  • Research commission questions from reps.
  • Prepare monthly, weekly, etc. reports and summaries for Sales Director as needed.
  • Payroll: Oversee Kronos for IC reps.
  • Processing deals and handling cash/ credit card purchase as well as batching out and settling credit card machine

 

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE
Associates degree (A. A.) or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. "

Additional Information

All your information will be kept confidential according to EEO guidelines.