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Marketing Support Administrator in Scottsdale, AZ at Diamond Resorts

Date Posted: 2/7/2018

Job Snapshot

Job Description

JOB SUMMARY
The Marketing Support Administrator provides full marketing support to Off Property Contact (OPC) operations and supports the Department in all facets of administration paperwork and day to day operations.
ESSENTIAL JOB FUNCTIONS
  • Prepares and submits all Human Resources forms for Marketing (PAFs, applications, etc.).
  • Assists managers with creating, maintaining and distributing departmental payroll drafts, policies, procedures and memos.
  • Orders and tracks marketing collateral pieces for site’s OPC operation.
  • Facilitates the new hire process for site’s OPC Marketing operation.  This includes, but is not limited to, property tour, set-up show previews, issues uniforms (including name tag), issue pitch books, request OPC and Atlas Concierge codes, email account requests, ESS training, Clarity and department policies.
  • Tracks and reports spiffs as required by Accounting and Payroll.
  • Prepares and mail OPC letters daily.
  • Assists with the calculation of the Marketing payroll for final management approval.
  • Assists with Marketing event coordination, including, but not limited to, training, recruitment, job fairs, etc.
  • Assists with TSR licensing; updates all new hires and terminations to the broker.
  • Completes all end-of-month reporting required by Accounting and upper management.
  • Completes invoicing, petty cash reconciliation and deposit reconciliation to include delivery of checks to vendors.
  • Maintains gifting premium inventory to include ordering, accuracy and pacing reports.
  • Prepares VIP arrivals report for In-House Marketing.
  • Processes reimbursable expenses for all Marketing management.
  • Coordinates and prepares monthly Marketing awards for team members as per Marketing management instruction.
  • Updates all existing vendor contracts two (2) months before expiration of contract.
  • Attends monthly safety meetings as the Marketing department’s representative.
  • Performs marketing guest recovery, to include guest appeasement preparation & delivery and guest calls.
  • Provides superior customer service in accordance with the Company DRIven to Excellence standards
  • Consistently practice the Meaning of Yes® and maintain the highest standards of professionalism when interacting with fellow team members, management, owners, members and prospects.
  • Operates office machinery (i.e., computer, copy machine, fax machine).
  • 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 customer support, administrative, timeshare or vacation ownership field required.
  • No supervisory experience required.
SUPERVISORY RESPONSIBILITIES
  • This position does not include any supervisory responsibilities. 

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:
  • Previous experience in the vacation ownership or timeshare industry preferred.
  • Excellent interpersonal and communication skills.
  • Detail oriented.
  • Computer proficiency in Microsoft Word, Excel and Outlook.
  • 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.