Coordinator Contracts

Hilton Grand Vacations•Branson, MO

1d•Onsite

About The Position

The Contract Services Coordinator ensures readiness to accept worksheet submissions and questions from internal customers by being available at the assigned work location or on the Contract Services phone system according to the published work schedule. They remain available to accept submissions/questions in-person or via call through the end of their scheduled shift. This role prepares, generates, and processes vacation ownership contracts and related documents accurately and in a timely manner within documented performance standards. The Coordinator verifies data communicated verbally and entered in various company systems to ensure compliance with company policy, obtains credit card authorizations and processes payments, and retrieves credit reports when needed. They establish and maintain purchaser files, review signed documents for completeness, and ensure all required documentation is organized and scanned according to standard operating procedures. Additionally, the Coordinator reviews, sorts, and sends completed files to the corporate office, completes daily opening and closing procedures, and coordinates and processes contract rescissions/cancellations. They participate in special projects and temporary assignments when requested, work closely with Quality Assurance and Sales personnel, and demonstrate the ability to professionally respond to challenges, including imminent deadlines and temporary increases in workload. The role requires flexibility, composure, and patience when interacting with coworkers, and actively developing skills and knowledge for all Contract Services operations while maintaining proficient knowledge of policies and procedures. All required training and compliance courses must be completed by communicated deadlines. Other duties may be assigned as departmental and business needs change.

Requirements

Availability at the assigned work location or on the Contract Services phone system according to the published work schedule.
Ability to remain available to accept submissions/questions in-person or via call through the end of the scheduled shift.
Ability to prepare, generate, and process vacation ownership contracts and related documents accurately and in a timely manner within documented performance standards.
Ability to verify data communicated verbally and entered in various company systems to ensure compliance with company policy.
Ability to obtain credit card authorizations and accurately process payments for various transactions.
Ability to retrieve credit reports for applicable sales types, when needed.
Ability to establish and maintain the purchaser’s file per documented standard operating procedures.
Ability to review signed documents for completeness.
Ability to ensure that all required documentation is organized and scanned according to documented standard operating procedures.
Ability to review, sort, and send completed files to corporate office according to documented standard operating procedures.
Ability to complete assigned daily activities related to opening and closing procedures.
Ability to coordinate and process contract rescissions/cancellations, as needed.
Ability to participate in and contribute to special projects and other temporary assignments when requested.
Ability to work closely and maintain a professional relationship with Quality Assurance and Sales personnel to obtain necessary documentation to complete contract files in a timely manner.
Demonstrated ability to professionally respond to challenges, including occasional imminent deadlines and temporary increases in workload.
Demonstrated flexibility, composure, and patience when interacting with all coworkers.
Active development of skills and knowledge for all Contract Services operations.
Proficient knowledge and understanding of Contract Services policies and procedures.
Completion of all required training and compliance courses according to communicated deadlines.

Responsibilities

Ensures readiness to accept worksheet submissions and questions from internal customers by being available at the assigned work location or on the Contract Services phone system according to the published work schedule.
Remains available to accept submissions/questions in-person or via call through the end of the Coordinator’s scheduled shift.
Prepares, generates, and processes vacation ownership contracts and related documents accurately and in a timely manner within documented performance standards.
Verifies data communicated verbally and entered in various company systems to ensure compliance with company policy.
Obtains credit card authorizations (when needed) and accurately processes payments for various transactions.
Retrieves credit reports for applicable sales types, when needed.
Establishes and maintains the purchaser’s file per documented standard operating procedures.
Reviews signed documents for completeness as needed.
Ensures that all required documentation is organized and scanned according to documented standard operating procedures.
Reviews, sorts, and sends completed files to corporate office according to documented standard operating procedures.
Completes assigned daily activities related to opening and closing procedures.
Coordinates and processes contract rescissions/cancellations, as needed.
Participates in and contributes to special projects and other temporary assignments when requested.
Works closely and maintains a professional relationship with Quality Assurance and Sales personnel to obtain necessary documentation to complete contract files in a timely manner.
Demonstrates ability to professionally respond to challenges, including (but not limited to) occasional imminent deadlines and temporary increases in workload.
Exercises flexibility, composure, and patience when interacting with all coworkers, including those who may not interact with the same level of professionalism.
Actively develops their skills and knowledge for all Contract Services operations.
Maintains proficient knowledge and understanding of Contract Services policies and procedures.
Completes all required training and compliance courses according to communicated deadlines.