Coordinator Association Management & Compliance

Marriott Vacations Worldwide

About The Position

The Coordinator, Association Management & Compliance supports the Association Management team and reports to the Director, Association Management. The role performs administrative functions for managed associations, including facilitating Board and Annual Meetings, maintaining official records, completing regulatory filings, and supporting association governance and compliance. Responsibilities also include invoice and corporate card processing, maintaining licenses for Community Association Managers and firms, coordinating continuing education, providing board member benefits and audit documentation, managing department mailboxes and document storage, and supporting Association Services through cross-training and backup coverage. The Coordinator communicates professionally with owners, customers, colleagues, and supervisors; handles sensitive and proprietary information confidentially; follows company and department policies; and provides quality administrative support.

Requirements

Minimum of 5 years of work experience.
College degree and/or related experience.
Strong working knowledge of Microsoft Office 365, including SharePoint, Word, Excel, and PowerPoint.
Skills in organization, detail orientation, multitasking, time management, planning, and records management.
Professional communication, telephone etiquette, English language, writing and report-writing, listening, and applied reading skills.
Teamwork and customer service orientation.
Computer, typing, e-filing, and proofreading skills.
Personal attributes including integrity, dependability, positive demeanor, professional presentation, goal orientation, self-motivation, stress tolerance, and adaptability.

Nice To Haves

A bachelor's degree in a related field.
Work experience in a related area such as Association Administration.
Vacation or timeshare ownership knowledge or experience.

Responsibilities

Prepare and maintain Board and Annual Meeting calendars, master board lists, and master timelines.
Assist Association Management Managers with preparation of Board and Annual Meeting materials and coordination of Trust Owners Association meetings; serve as Recording Secretary when requested.
Track compliance with due dates for meeting minutes, financial statements, budgets, and post-Annual Meeting information.
Organize, receive, maintain, scan, and file official association records and correspondence according to corporate standards and state requirements.
Track approved minutes and acknowledge receipt to the appropriate site.
Complete required regulatory filings for associations, obtain certificates of good standing, and facilitate Hawaii AOUO biennial registrations.
Provide regulatory filing payment receipts to the applicable association Director of Finance.
Process invoices weekly and request new vendor additions or updates in the accounts payable system.
Prepare and submit corporate credit card expense reports in accordance with company policy.
Confirm and maintain licensed CAM associates and CAM Firm licenses quarterly, coordinate group CEU courses, and process CAM Firm license renewals.
Provide annual board member benefits reports to Marriott International and Interval International, serve as a contact for newly elected board members, and update the Board Member Benefit SOP as needed.
Fulfill document requests for association annual financial audits.
Receive and distribute department mail, monitor shared mailboxes, and route communications to support timely resolution.
Coordinate off-site document storage and retrieval, maintain storage records, and follow official records retention requirements.
Cross-train and provide backup support for Association Services functions related to data extraction and owner mailings.
Assist with training materials, departmental forms and templates, proofreading, SharePoint or intranet publishing, and research of board member or owner information.
Prepare clear verbal and written reports and communications, compose routine correspondence, and perform special projects and other reasonable assigned tasks.
Maintain confidentiality, protect customer and co-worker privacy and company assets, and follow company, department, safety, security, and quality assurance policies.
Address customer service needs professionally and promptly; answer and transfer calls using appropriate telephone etiquette.
Develop productive working relationships, collaborate with employees and departments, and communicate clearly and respectfully.
Operate standard office equipment, transmit documents by mail, scanner, or fax, and help maintain office equipment and areas.
Move, lift, carry, push, pull, and place objects weighing up to 10 pounds without assistance.