About this role
The Administrative Assistant completes administrative functions related to sales and marketing to ensure the accurate entry and coding of guest information, data integrity, premiums, site level accounting functions, payroll, HR and reporting as required.
Prepares timely and accurate payment of Accounts Payable for Marketing and Sales, including voucher preparation and tracking.
- Performs financial month end processes.
- Processes vendor payroll, including collection of negative balances. Ensures vendor payable reconciliation.
- Calculates Hotel, premium and miscellaneous accruals.
- Processing and submission of payroll for Sales and Marketing, tracking and processing commissions for specific items such as retail sales and upgrades.
- Conducts new hire orientations and paperwork, status changes, terminations, benefit enrollments and serves as Corporate’s contact for other general employment requests.
- Ensures that Systems Access Forms for terminated associates are submitted in a timely fashion.
- Creates weekly orders to maintain sufficient quantity, security, disbursements, weekly/monthly counts and reconciliation.
- Ensures accurate retail prices and maintains a master listing of all premiums.
- Tracks Collateral for Sales & Marketing Operations ensures items are ordered in a timely manner, readily available, stocked appropriately, secured and utilized within set guidelines.
- Prepares and tracks for approval and expiration of all CSRs, Coding Requests, Business Plans and Appropriation Requests after DOM delivers the completed contract.
- Guides and tracks approvals for above through National Sales and Legal to help implement any new programs or renew existing premiums and contracts.
- Maintains offers, tour/hotel/welcome center allotments, retail items, vendor costs as defined by approved contracts/agreed upon allotments by DOS/DOM.
- Tracks and maintains business licenses, real estate licenses as applicable, and federal/state mandated postings.
- Assists with running Barclays applications, Credit Applications and typing of deals as needed.
- Acts as a contract auditor for the site auditing contracts using the standard checklist prior to shipping to Boca.
- Process and track cancellations ensuring timely completion of all paperwork, refunds and follow-up to ensure a seamless and positive experience for our Owners/Guests.
- High school diploma or equivalent
- 1 year of general office experience.
- Ability to type 45 wpm
- 1 year Customer Service experience
- Intermediate knowledge of MS Office applications
- Must be willing to work weekends
When you join Hilton Grand Vacations, you join a group of Team Members dedicated to helping Owners and Guests around the world make every vacation they take a memorable one. Hilton Grand Vacations is a leading vacation ownership company bringing our Guests vacation dreams to life.
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 essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.