Administrative Assistant

Westgate Resorts•River Ranch, FL

29d•Onsite

About The Position

Westgate River Ranch Resort & Rodeo provides a unique opportunity to greet guests who share a passion for the outdoors at an authentic Florida dude ranch. This role involves receiving, tracking, and organizing In-House tours and other guest interactions, handling customer service inquiries and complaints related to tours, and performing general office duties such as creating memos, filing, and making copies. The position also serves as a liaison for reservation issues and assists the Sales Support Director with administrative tasks. Additionally, the role may be responsible for timekeeping and processing payroll for Independent Contractors.

Requirements

High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.
Ability to read and comprehend simple instructions, short correspondence, and memos.
Ability to write simple correspondence.
Ability to effectively present information in one-on-one and small group situations to customers, clients and other employees of the organization.
Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's.

Responsibilities

Maintain Central Filing System - Filing arrival notices after sales rep have sign their slips by tour date
Open and Close sales floor; Sending out end of day gifting email and sales #’s for that current day to Sales Director
Updates on arrival reports - Running arrival reports for In-House on a daily basis in order to get the information new referral "add ons"
Distribution of arrival notices - the proper distribution of the arrival notices on a daily basis
Customer service - answering the phones properly, answering questions for sales rep and specialty tours, researching information for sales reps and specialty tours when needed
Computer skills – Ability to operate a computer and knowledge of Microsoft Word and Excel
Reports – running reports as needed for Sales and Sales Support Management including but not limited to All Rate Codes report, Projection repot, Check Ins repoort
Maintain inventory of supplies for the office and cleaning, send requests for orders to the designated purchaser; restock when necessary
Handle all paperwork, admin, etc through HR, Payroll, and with Commissions Dept for Hiring, Transfer, Promotion, and terms for IC reps.
Sign off on PARs and send to Director of Sales to sign off on PARs.
Liaison for HR: Hiring, Terms for IC reps, contracts for reps, PARs for reps, etc.
Update information for IC reps with SAMS and Connie Sharp in Comm. Dept
Ensure accuracy, completeness, and timeliness of all duties requested by Sales Support Director
Establish procedures that implement operational and departmental policies
Print and distribute survey’s for In-House tours, account information for In-House owners
Research commission questions from reps
Prepare monthly, weekly, etc. reports and summaries for Sales Support Director as needed
Processing deals and handling cash/credit card purchase as well as batching out and settling credit card machine
Assigning inventory correctly for the purchase of Timeshares
Coordinate with Contract through Microsoft Teams to process deals on the back end
Closing out all tours once completed with correct Sales Manager and Rep
Make sure tablet and supply cabinets are locked, lights turned off and office doors are locked
Other duties may be assigned.

Benefits

Comprehensive health benefits – medical, dental and vision
Paid Time Off (PTO) – vacation, sick, and personal
Paid Holidays
401K with generous company match
Daily Pay benefit
Family benefits including pregnancy, and parental leave and adoption assistance
Wellness Programs
Flexible Spending Accounts
Tuition Assistance
Military Leave
Employee Assistance Program (EAP)
Life, Disability, Accident, Critical Illness & Hospital Insurance
Pet Insurance
Exclusive discounts for Team Member (i.e., hotels, cruise, resorts, restaurants, entertainment, etc.)
Advancement & development opportunities
Community Involvement Programs
Low-Cost Gym Membership
David A. Siegel Legacy Scholarship – Up to $40,000 for Team Members’ Dependents