Search 30,016 current hospitality jobs

Administrative Coordinator

Posted July 28, 2022

Ocean Oak Resort by Hilton Grand Vacations
Hilton Head Island, SC
Save this job

About This Job

Job Description

Hilton Grand Vacations is looking for a detailed Contracts Coordinator. With a focus on accuracy, efficiency, and professionalism, the Contract Services Coordinator accepts worksheet submissions from internal customers either in-person or via the Contract Services phone system. Based on the information provided during the submission process, the Coordinator generates and processes vacation ownership agreements and related documents. The Coordinator also performs back-office duties required to complete the contract lifecycle and provides customer service to internal teams. If this sounds like something you are interested in, please apply now!

New Hires Eligible for Health Benefits Day 1 of employment!

  • Ensures readiness to accept worksheet submissions and questions from internal customers by being available at the assigned work location or on the Contract Services phone system according to the published work schedule. Remains available to accept submissions/questions in-person or via call through the end of the Coordinator’s scheduled shift.
  • Prepares, generates, and processes vacation ownership contracts and related documents accurately and in a timely manner within documented performance standards.
  • Verifies data communicated verbally and entered in various company systems to ensure compliance with company policy.
  • Obtains credit card authorizations (when needed) and accurately processes payments for various transactions.
  • Retrieves credit reports for applicable sales types, when needed.
  • Establishes and maintains the purchaser’s file per documented standard operating procedures.
  • Reviews signed documents for completeness as needed.
  • Ensures that all required documentation is organized and scanned according to documented standard operating procedures.
  • Reviews, sorts, and sends completed files to corporate office according to documented standard operating procedures.
  • Completes assigned daily activities related to opening and closing procedures.
  • Coordinates and processes contract rescissions/cancellations, as needed.
  • When requested, participates in and contributes to special projects and other temporary assignments.
  • Works closely and maintains a professional relationship with Quality Assurance and Sales personnel to obtain necessary documentation to complete contract files in a timely manner.
  • Demonstrates ability to professionally respond to challenges, including (but not limited to) occasional imminent deadlines and temporary increases in workload.
  • Exercises flexibility, composure, and patience when interacting with all coworkers, including those who may not interact with the same level of professionalism.
  • Actively develops their skills and knowledge for all Contract Services operations.
  • Maintains proficient knowledge and understanding of Contract Services policies and procedures.
  • Completes all required training and compliance courses according to communicated deadlines.

Other duties or responsibilities may be assigned as departmental and business needs change.

Qualifications

What are we looking for?

To fulfill this role successfully, you must possess the following minimum qualifications and experience:

  • High School Diploma/GED
  • 1-3 years of administrative/clerical experience in a professional environment
  • Accurate and efficient computer skills. Must be proficient in Microsoft Office.
  • Able to work a varying schedule including regular weekends and holidays
  • Reliable, strong attention to detail, ability to multitask, ability to work in a fast paced environment and strong organizational skills
  • High level of professionalism and the ability to handle stressful situations with the highest integrity
  • Strong customer service skills
  • Demonstrates initiative and ability to work independently with minimal direct supervision.
  • Proficiency in speaking, writing, and reading English
  • Positive demeanor

It would be advantageous in this position for you to demonstrate the following capabilities and distinctions:

  • BA/BS/Bachelor’s Degree
  • Timeshare/Vacation Ownership experience
  • Contract preparation skills
  • Familiarity with mortgage loan documentation, credit review and deeding

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform crucial job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

Save this job

About this Employer

Ocean Oak Resort by Hilton Grand Vacations

41 South Forest Beach Drive
Hilton Head Island, SC 29928

40-722-3333

125 Unit Time-Share

hgv.com

At A Glance

Paying homage to the sweeping landscape of grand live oaks that dot Hilton Head Island, Ocean Oak Resort by Hilton Grand Vacations Club is a new oceanfront property offering the best of low country luxury located within minutes of the exceptional golf and tennis, nature excursions, boating and beach activities, and wealth of restaurants this barrier island is known for. Built to harmonize with the special beauty of Hilton Head Island, Ocean Oak Resort's two island-style, midrise buildings are complemented by an outstanding collection of resort amenities fit for the entire family.