Sales Administrator

CORE WORK ACTIVITIES

Generic Expected Contributions:

• Perform tasks as assigned, to contribute to team, department and/or business results.
• Ensure quality contract document procedures and suggest improvements.
• Have a thorough understanding and knowledge of the product.
• Ensure contract documentation is accurate and provides correct representation.
• Protect Personally Identifiable Information (PII) as outlined by MVC Policies.
• Perform other duties as appropriate.

Specific Expected Contributions:

• Contract Creation Process:
  • Ensure the required documents are received and signed prior to contract creation as per the Standard Operating Procedures.
  • Ensure the required documents are received and accurate for Encore Package, Preview Package or Rental Rebate Purchaser prior to contract creation as per the Standard Operating Procedures.
  • Receive and check for legibility and accuracy of the completed Purchase Summary Worksheet and Contract documents from Sales Associates.
  • Follow established operational procedures for Identity Verification and run OFAC/CDC/PEP checks as required. Communicate with US MVW Legal Guidance team if further approval is needed.
  • Produce prompt and accurate contract documents and provide to Sales Associates.
  • Check and print out the lead information from OTM system and enter in TSW accordingly.
• Ensure the correct milestones are updated in Timeshareware (TSW) before and after contract execution.
• Informs Sales Management on any contract related issues.
• Update all contract information in Daily Sales Report and send daily email to Sales Management for sales of the day.
• Post Contract Creation:

• Ensure all approval signatures are obtained before sending contracts for Ready to Close.
• Ensure all contract documents are executed at Point of Sale and ensure documents are completed correctly.
• Follow up on Marriott Bonvoy Account for new purchasers with Sales Team.
• Responsible to scan all contracts to Documentum once Ready to Close.
• Prepare Sales Conversion Report and other necessary documents to send contracts for conversion.
• Check and prepare contracts for closing. Run Ready to Close report and submit to Closing team.
• Responsible for assuring all contracts are processed and batched “Ready to Close” in TSW and scanned to Documentum.
• Communicate with Sales Team and Closing team on Ready to Close contracts.
• Update the daily sales report on any contract changes.
• Prepare Unclose Aging Report twice a month and review with Sales Team and Finance Team.
• Update Phuket Finance team on all amendments for unclosed contracts.
• Charging of Payments:
  • Deposit
  • Alt Use Plus Points
  • Pro Rate Maintenance Fee
  • Establishment Fee
  • Balance Payment
  • Need to be familiar with each approved payment methods (credit card, tele-transfer, cheque).
  • Verify the payment status with Finance team when payment method is Tele-Transfer and cheque.
  • Ensure the payment currency/ amount is accurate and approved by purchaser before charging the transaction.
  • Ensure deposit charge happens only after rescission period.
  • Ensure the payment currency tally with the contract currency.
  • Update all payments in TSW and in Sales report on daily basis.
  • Ensure there is approval from purchaser/ sales associate whenever there is change of payment date/ credit card details.
  • Send out email confirmation to purchaser once first deposit payment is successfully charged.
• Contract Cancellation:
  • Prepare the Cancellation Form for all cancelled contracts and ensure email correspondence is attached.
  • Obtain approval signatures from department head before submitting Cancellation Form for refund process.
  • Update refund transactions and change contract status in TSW and update changes in report.
  • Responsible to scan all Cancelled contracts to Documentum.
• Reacquirement:
  • Complete the reacquirement form based on the accurate information of respective contract.
• Friendshare:
  • To review the Friendshare list provided by Marketing Team on monthly basis.
  • Insert the Friendshare rewards in TSW and ensure it is linked to the correct referring member and contract number.
  • Ensure the Friendshare Tier and expiration date is accurate in TSW.
• Weeks Enrollment:
  • Ensure the tour sheet is received and signed by purchaser before generating the correct documents from OTM system.
  • Monitor the contract status before proceeding with online week enrollment process.
  • Ensure all enrollment documents are signed by purchaser before courier the original signed copy to US.
• CPOP:
  • To prepare the CPOP Termination letter based on the accurate information of respective contract.
  • Scan the signed CPOP Termination Letter to Documentum and inform Closing team to proceed with termination.
• Other Duties:
  • Provide the monthly rate to Sales Team before the beginning of the month.
  • Provide the daily Deposit Due Date calendar to Sales Team.
  • Provide support to other sites by performing Sales Admin duties as and when required.
• Provide Daily Gross Contract Volumes Report to Reception Department and Phuket Sales Management Team to arrange SE line rotation daily.
• Record “Contract Timing” and provide to the Sales Manager during the SM, QA, NOA weekly catch up.

Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.