Contracts/Closing Specialist

Marriott Vacations Worldwide•James City County, VA

2d•Onsite

About The Position

We make vacation dreams come true for travelers around the world in a supportive, friendly, and beautiful work environment. As a Closing Specialist, you will assist in providing our Owners/guests with experiences and events to make memorable vacation memories, where meaningful moments are made together. The Closing Specialist is responsible for coordinating and facilitating the contract closing process for sales transactions, ensuring accuracy, compliance, and timely conversion of contracts. This role supports the sales leadership team through administrative coordination, contract review, scheduling, reporting, inventory management, and customer communication.

Requirements

Proficiency in Microsoft Excel for tracking and reporting.
Experience with contract review and processing.
Familiarity with notary procedures and documentation.
Ability to manage schedules and calendars accurately.
Experience preparing travel and expense reports (e.g., Concur).
Knowledge of compliance procedures and system administration.
Experience with eDocs procedures.
Familiarity with company iPads, laptops, and related technology.
Understanding of timekeeping systems (e.g., Workday).
Excellent customer communication and service skills.
Attention to detail in reviewing customer information and documentation.
Ability to maintain confidentiality.
Strong organizational and multitasking skills.
Ability to work independently and as part of a team.

Nice To Haves

Experience in the vacation ownership or hospitality industry.
Knowledge of sales incentive programs and commission structures.
Experience with inventory management and ordering supplies.

Responsibilities

Monitor Sales Executive (SE) monthly production tiers and incentives after accrual reports are received from the Finance Director using established Excel tracking systems.
Maintain and track Manor Club's unclosed business report and provide updates to leadership as needed.
Coordinate the collection of payments, signatures, notary documentation, and any outstanding items necessary to complete contract conversions and closings. This includes communicating directly with customers and processing credit card authorization forms for submission to the Contracts Department.
Assist with maintaining Sales Executive schedules and tracking spreadsheets, including adding or removing team members, creating monthly calendars, and coordinating scheduling updates with Sales Leadership.
Assist in the preparation and management of monthly Manager and Team Leader schedules.
Track Sales Executive time-off requests and schedule availability in coordination with leadership. Maintain calendar accuracy and update availability reports to ensure proper staffing levels.
Prepare Concur travel and expense reports for the Sales Director, including receipt submission, event expense documentation, and final review prior to approval.
Maintain and manage sales activity tracking reports for the entire sales team using established Excel-based reporting systems.
Ensure compliance with eDocs procedures and maintain operational readiness of company iPads, laptops, and related technology by coordinating software updates and device functionality.
Maintain notary records and monitor the status of Authorized MORI Representatives, including tracking delegation documentation, signature authorizations, and submitting required documents to the Contracts Department.
Serve as the Workday Timekeeping Editor for Sales Executives by reviewing, editing, and maintaining accurate timecard records.
Verify the accuracy and completeness of all contracts submitted by the Manor Club Sales Team to the Contracts Department.
Reviewing Sales Executive worksheets, loan applications, and supporting documentation prior to customer departure.
Prepare contract request communications for submission to the Contracts Department.
Compile and scan all required documentation needed for contract generation.
Coordinate with the Contracts Department to ensure all required information is received and contract preparation remains on schedule.
Retrieve, print, and organize required contract documents and supporting paperwork.
Review customer information for accuracy, including names, addresses, Social Security numbers, and other required data fields.
Perform notarial duties as required and coordinate witness signatures when applicable.
Verify that all incentives, promotional offers, and applicable programs are accurately reflected in contract documents.
Identify discrepancies and coordinate corrections with the Contracts Department prior to execution.
Schedule contract signings and communicate appointment details to Sales Executives and customers.
Prepare all required materials, including iPads, laptops, and hard-copy documents, for contract execution.
Conduct contract signings by reviewing contract documents with customers, answering contract-related questions, and referring product-specific inquiries to the Sales Executive when appropriate.
Present New Owner Event options and promotional trip offerings, completing required documentation, and submitting information to the appropriate department for processing.
Coordinate owner referral and "Bring-a-Friend" package presentations with the Encore Department when applicable.
Confirm contract completion and ensure customers receive printed or digital copies of executed documents for their records.
Review owner materials and welcome packages with customers and provide a professional closing experience.
Verify completion of all required digital notarizations.
Scan and securely transmit required signed documentation to the Contracts Department for conversion and processing.
Conduct post-closing audits of completed transactions and prepare documentation packages for shipment to the Washington, D.C. Contracts Department.
Maintain a comprehensive understanding of contract policies, procedures, programs, and compliance requirements to ensure contract accuracy.
Remain current on all promotional programs, pricing guidelines, rules, and regulatory requirements related to contract preparation and processing.
Monitor inventory levels and coordinate the ordering of owner kits, USB drives, points charts, and related materials. Forecast future inventory needs in partnership with Sales Leadership.
Maintain current pricing sheets, incentive programs, maintenance fee schedules, interest rates, and related sales documentation.
Update and maintain contract and incentive reference sheets, including promotional information, Sales Executive IDs, commission schedules, contact information, and other department resources.
Coordinate the ordering and distribution of business cards.
Manage sales department name badge inventory and requests.
Maintain office printer supply inventory, including toner and ink replacement.
Monitor paper inventory levels and order supplies as needed, ensuring adequate stock is maintained within the sales office.
Maintain contract supply inventory, ensuring all required forms, disclosures, and company documents are current, organized, and readily available for use.