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Sales and Marketing Administration Manager in Scottsdale, AZ at Diamond Resorts

Date Posted: 1/29/2018

Job Snapshot

Job Description

JOB SUMMARY
The Sales and Marketing Administration Manager oversees the operations of the timeshare Sales and Marketing (S&M) efforts at designated locations.  The Manager assists the S&M management teams in the implementation of projects and programs.  The Manager also oversees the Tour Reception, Child Care, Site Administrative staff, and Gifting operations.
ESSENTIAL JOB FUNCTIONS
  • Assists the Vice President of Sales, Marketing Directors and the management teams in departmental S&M execution and communications. 
  • Prepares and updates site S&M tour matrix.
  • Prepares and updates site S&M schedule for salespersons, concierges and managers.
  • Prepares, updates, tracks and communicates all performance management with Human Resources.
  • Prepares, updates and tracks all Special Performance Incentive Fund accounts per budgetary requirements.
  • Responsible for all tour logistics in executing site and Business Unit strategy for booking and assignment of tours.
  • Tracks attendance with regard to performance management.
  • Responsible for sales rotation preparation on a weekly basis, verified, communicated and posted on a weekly basis.
  • Responsible for maintaining, preparing and updating all S&M Standard Operating Procedures (SOP).
  • Responsible for weekly auditing of all tours correctly charged to all S&M team members.
  • Assists in or heads major projects regarding installation and/or renovation of sites to ensure completion and quality of each project.
  • Assists in all Gifting coordination with guests.
  • Assists in all rescheduling and additional premium offers within site strategy and fiscal responsibilities.
  • Assists with departmental memos and letters.
  • Responsible for client customer service matters, inbound calls to the Sales offices. 
  • Coordinates information for S&M contests and training. 
  • Assists with Concur reimbursement requests (as a delegate) for the Vice President of Sales, Marketing       Directors and other management where needed.
  • S&M reporting and distribution. 
  • Special sales analysis and reports as requested by S&M management. 
  • Coordinates the completion of S&M 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 S&M mail, keeping all point of sale (POS) forms stocked and updated, preparing and processing check requests and vendor set up for Sales, coordinating copy machine repair, working with IT, Facilities, Housekeeping and Food & Beverage departments as needed.
  • Assists the Broker and/or Human Resources, with the compilation of documentation for issues and reporting that include but are not limited to the following:  Personnel Action Forms; attendance and schedules for the S&M team members; research of payroll discrepancies for Sales team and processing via Payroll department.
  • Assists in the Vacation Counselor new hire process including, but not limited to, weekly tracking and reporting deadlines, new hire approval requests, setting appointments for the Broker and Human Resources Generalist to complete all required new hire and licensing documents, coordinating with the Training department to ensure training is scheduled appropriately.
  • 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.
  • A minimum one (1) year of supervisory experience in the Administration field required.  
SUPERVISORY RESPONSIBILITIES
This position spends the majority of the time (50% or more) achieving organization objectives, often through the coordinate achievements of subordinate staff.  A portion of the time may be spent performing individual tasks related similar to those performed by direct reports, but primary duties are supervisory or organizational-goal related.  Analyzes and resolves problems, determines work techniques, monitors for regulatory compliance, maintains production, interprets and creates policies, and demonstrates solid subject matter knowledge. 
Establishes departmental goals and objectives, functions with independence, and makes decisions on matters of significant importance.  Manages human, financial, and/or physical resources; proactively assesses risk to establish systems and procedures to protect organizational assets.   Exercises judgment within defined procedures and policies to determine appropriate action; develops systems to ensure subordinates adhere to policies and procedures in compliance with organizational goals and objectives. 
Specific supervisory duties include, but are not limited to the following:
  • Determines and creates policies, procedures and manuals for direct reports.
  • Establishes objectives and goals for the team; plans, organizes and manages work flow.
  • Assigns, monitors, and reviews work; evaluates direct report’s performance.
  • Recruits, interviews, trains, disciplines, and terminates direct reports. 
  • Orientates and trains direct reports.
  • Approves time records and time off requests; submits payroll for direct reports.
  • Investigates and resolves concerns and complaints.
  • Provides assistance and support; maintains a positive and professional working environment. 
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:
  • Competent in public speaking, able to speak to groups of people with enthusiasm and professionalism.
  • Ability to effectively communicate in English.
  • Strong work ethic.
  • Attention to detail.
  • Professional appearance.
  • Ability to work in a fast-paced environment.
  • Ability to work both as an individual and as part of a team.
  • Self-motivated.
  • 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.
  • Able to take initiative and effectively adapt to changes.
  • Strong analytical and problem solving skills.
  • Excellent customer service skills.
  • Excellent interpersonal and communication 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.