A Sales Administration Manager is responsible for directing and coordinating the daily operation of tour reception/gifting departments including staffing and scheduling and ensuring that standard operating procedures are developed and followed to support consistent handling of tour flow and premium allocation operation. Must maintain effective, open communication with other departments to promote the Company''s goal of being responsive, respectful and delivering a great experience.
Specific duties include but are not limited to:
Hire, train and supervise administrative staff and provide on-going training to better support the Sales and Marketing teams
Properly and professionally responding to customer service needs including: telephone and face-to-face etiquette for greeting customers, guests and employees.
Ensuring that potentially delicate situations are handled and/or escalated efficiently and professionally.
Ensuring that staff is properly dressed in designated uniforms and presenting a professional, neat and clean appearance at all times.
Correct data entry and validation of tour reception EPNY reports/manifest and gifting manifest, PRIME and Ultra reports.
Preparation of tour sheets for Sales Representatives and gifting vouchers for guests.
Assigning tours accurately to each representative and maintaining sales rotation in accordance with standard procedures.
Entering all tour and non-tour information, to include survey information, into the EPNY System.
Accurate validation and recording of guest information/ Tour and Count on Me surveys.
Ensuring that all information (proprietary, guest, applicant, etc.) is maintained with the highest level of confidentiality.
Implement, enforce, maintain, and review all site internal controls to reduce misuse or abuse of inventory items and/or cash.
Ensuring that ALL WVO Cash and Cash Equivalency Policies for premiums are adhered to at all times by all direct reports.
Tracking inventory and performing physical inventory counts on a continuous basis.
Maintaining courtesy coffee and refreshment services for guests in a sanitary manner.
Filing and securing all documents per policy and procedures.
Ensuring that employment applications, mail (incoming and outgoing), etc. are processed quickly and correctly.
Assist with reviewing and/or supervision of efficient and accurate processing of contracts in a timely manner as it relates to Contract Standards.
Assist with review of Commission payroll to ensure correct payments are being made in accordance with approved commission pay plans assigned to each commissioned employee; send corrections as needed to Corporate Commission Department
Assist in entering and monitoring staff hours, PTO and Vacation hours in the payroll system, to include sales representative hours.
Assist in the preparation and review of all contractual documents for accuracy, to assure all contract documents comply with company policies and procedures.
Assist to maintain and supervise the cleanliness and repairs of the Sales Office on a regular basis.
Act in an advisory position to Sales Managers and Sales Representatives to ensure compliance of Company Policy and procedures.
Assist Marketing Manager to provide support for Marketing efforts, including but not limited to Owner Education and tour generation programs.
Order supplies, collateral, guest supplies, refreshments and vendor accounts to facilitate Sales office activities in accordance to the Site''s Budget.
Assist with the review of monthly accounts payable reports and invoices.
Assist to convey all corporate memoranda''s and messages to Management team and staff.
Performing other duties as assigned.
Minimum of two (2) years of Sales Administration Experience, preferably in the Timeshare Industry
Minimum of 2 years Supervisory/Management experience.
Two to Three years experience in accounting/budgeting;
Two years experience in accounts payable/receivable; basic accounting principles
Must be proficient in Word and Excel programs
Excellent communication skills being tactful and able to interact pleasantly when dealing with internal/external customers
Must be able to work independently; Capable of focusing with interruptions; Must be able to adapt to changes quickly employees at all levels within the organization.
Associates Degree/Bachelors degree
*Primary Location:* United States of America- California-Windsor
*Employee Status:* Regular
*Organization:* WVO - Sales-Marketing
*Job Posting:* Jun 23, 2014, 3:05:33 PM
*Req ID:* 1408375