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Lead Administrative Coordinator in Branson, MO at Diamond Resorts

Date Posted: 5/26/2018

Job Snapshot

Job Description

JOB SUMMARY
The Lead Administrative Coordinator is responsible for training and supervising the Administrative staff. The Lead graciously welcomes and check-in clients arriving for a sales presentation. The Lead coordinates the sales line (rotor), properly assigning clients to sales agents. The Lead is responsible for daily data entry of tours, and updating & maintaining all tour reports in Microsoft Excel. The Lead also maintains and balances the good faith fund.
ESSENTIAL JOB FUNCTIONS
  • Trains and supervises all Administrative team members.     
  • Creates, updates and manages Administration staff schedules.     
  • Graciously welcomes and check-ins clients arriving for a sales presentation.     
  • Obtains necessary information from client to ensure accurate segment assignment.
  • Correctly assigns client to appropriate sales agent based on specific type/rotor.
  • Prepares for scheduled tour arrivals through the preparation of survey sheets; assures owner information has been prepared in advance; notes available agents on rotor for client assignment.
  • Identifies which clients provided a “good faith deposit” and processes upon checking in for tour.
  • Coordinates the sales line, properly assigning clients to sales agents and updating tour information.
  • Updates and keeps track of all tour results & gifts provided.
  • Manages, accounts for and reconciles good faith monies.
  • Refunds deposits.
  • Prepares clients booked vs. showed reports for each tour wave in an accurate and timely manner.
  • Updates tour information into Clarity specifically through check-in, agent assignment, tour credit, etc.
  • Verifies tour information in Clarity is correct through the process of running reports and verifying data.
  • Researches and prepares tour information for the following four (4) days based on wave, tour type and sales agent pre-assignment. Updates and distributes report twice daily.
  • Provides superior customer service in accordance with the Company DRIven to Excellence standards.
  • Consistently practices and maintains the highest standards of professionalism when interacting with fellow team members, management, owners, members and prospects.
  • Operates general office machinery (i.e., computer, copy machine, fax machine, etc.).
  • Sales and Marketing reporting and distribution.   
  • Coordinates the complete of Sales and Marketing reports as per deadlines set by the National Reporting Department.
  • General office duties to include but not limited to ordering office supplies, equipment, outgoing mail processing, distribution on inbound sales and marketing mail, keep all POS forms stocked and updated, prepare and process check requests and vendor set-up for sales, call for copy machine repair, work with IT, Maintenance, Housekeeping and F & B as needed.  
  • Completes all required company trainings and compliance courses as assigned.
  • Adheres to company standards and maintains compliance with all policies and procedures.
  • Performs other related duties as assigned. 
EDUCATION
  • High School Diploma or equivalent. 
EXPERIENCE
  • A minimum (1) year of experience in the Administration field required.
  • No supervisory experience required.

SUPERVISORY RESPONSIBILITIES

Provides immediate supervision to direct reports.  Oversee and controls the work performance of others in a close working relationship, often in the same room or close proximity.  A portion of the time may be spent performing individual tasks similar to those performed by direct reports.  May participate in the interview, selection and training processes as assigned.  May be responsible for assigning work to direct reports, reviewing results in accordance to policies and procedures, and providing recommendations to management.

LICENSE & CERTIFICATIONS

  • This position does not require licenses or certifications.
SKILLS & ABILITIES
This position requires the capability to understand and follow both oral and written directions as well as knowledge and usage of correct business English and office practices.  Must be able to communicate effectively with others, analyze and resolve problems, maintain effective working relationships, and interact successfully with internal and external customers.
Specific skills and abilities include, but are not limited to the following:
  • Excellent customer service skills.
  • Excellent interpersonal and communication skills.
  • Time management; the ability to organize and manage multiple priorities.
  • Problem analysis and problem solving skills.
  • Initiative and adaptability.
  • Detail oriented.
  • Professional appearance & demeanor.
  • Typing skills.
  • Computer proficiency in Microsoft Word, Excel and Outlook.
  • Ability to interpret and create policies, procedures and manuals.
  • Excellent customer service skills.
  • Proficient in time management; the ability to organize and manage multiple priorities.
  • Ability to take initiative and effectively adapt to changes.
  • Recognizes an emergency situation and takes appropriate action.
  • Able to establish and maintain a cooperative working relation.
  • Ability to interpret and create spreadsheets.
  • Able to use sound judgment; work independently, with minimal supervision.
  • Strong analytical and problem solving skills.
  • Able to perform a variety of duties, often changing from one task to another of a different nature, with impending deadlines and/or established timeframes.
  • Performs well with frequent interruptions and/or distractions.
  • Intermediate math skills.
  • Cash handling skills (the ability to count currency, make and count back change).

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