Project Specialist, Sales Operations

Marriott Vacations Worldwide

About The Position

Reporting to the Vice President of Sales Operations, the Project Specialist (“Specialist”) will: Support a wide range of strategic and operational initiatives by: managing Sales projects as assigned ensuring that project timelines and deliverables are met. Support M&S internal communications including newsletter creation and event logistics. Provide flexible support to Sales Operations and Project Managers on a project-specific basis. Key responsibilities extend to all aspects of the Sales Operations process including: preparing comprehensive action plans, including resources, timeframes and budgets for projects, coordinating project tasks including scheduling and risk management, administrative support, including maintaining current comprehensive set of project documentation and handling financial queries. Support the Vice President and Sales Operations management team with: daily administrative duties following all company policies and procedures, including travel administration and expense processing, accurate and professional written documents, project analysis and status reports, including the maintenance of project documents, project finances and handles financial queries and resolves job cost and project expense discrepancies, contribute to employee engagement by facilitating M&S onboarding programs, including coordinating first day welcome, and photo record management. Support the global Marketing & Sales department by: maintaining the M&S SharePoint content and workflows assisting with the reporting and analysis of associate recognition programs tracking progression milestones in support of career development planning maintaining visibility of the team across brands.

Requirements

Bachelor’s degree in Business Administration or a related field from an accredited university desired, or Minimum of 1 to 3 years functional experience within Marketing & Sales or an Administrative organization, with a focus on Project Management and Process support, - preferably within Timeshare industry, preferred (or similar experience in College organizations).
Demonstrated ability in planning, organizing and implementing projects.
Demonstrated experience with using the following tools to develop and host M&S resources, and be able to train/engage business clients with the use: Microsoft Office Tools especially SharePoint PC/Desktop Hardware/Software Database solutions Power BI
Possesses leadership presence and professional demeanor.
Proven ability to function as a team player who works with a high degree of independence and credibility and successfully partner with professionals with different work styles and needs.
Delivers results under difficult conditions and demonstrates balanced judgment under pressure; persistent – drives ideas.
Makes decisions in a timely manner but also know when to seek direction/approval on essential matters, yet work with minimum supervision, using professional judgment and diplomacy.
Must be able to meet deadlines and have proven follow-through on action lists and priorities with attention to deadlines and details.
Analyzes and assesses situations to find effective solutions; creative problem solver, engages in fixing the problem; makes decisions using data.
Strong organizational, planning, administrative, multi-tasking, prioritization, and problem-solving skills.
Strong consulting skills and ability to interface with senior business leaders.
Proven ability to develop and maintain effective relationships with a broad group of stakeholders and foster trust and influence key decisions.
Proven ability to collaborate and resolve issues and influence without position authority.
Strong communication skills with the ability to respond clearly, succinctly and promptly.
Possesses high degree of integrity in dealing with sensitive information.
Ability to work under pressure in a positive professional manner and to be flexible and adaptive to change.
Flexibility, adaptability, and the capability to manage and prioritize multiple and conflicting priorities and tasks and keep track of information.
Ability to remain current with Reward, Recognition and Incentive programs, trends and best practices.
Possesses high degree of integrity in dealing with sensitive information.
Integrates and balances priorities, work activities and resources for the benefit of multiple key stakeholders.
Ability to be an active learner enhancing professional and business growth through the acquisition of knowledge and experiences; proven ability to challenge organizational norms and accepted thinking to improve effectiveness.
Must be computer savvy with the ability to work with / adapt to legacy enterprise resources.
Must be very fluent with Microsoft Office
Willingness to travel - anticipated travel of less than 15% required.

Nice To Haves

preferably within Timeshare industry
an advantage would be working knowledge of Microsoft Project, with ability to: Customize, progress and update project schedules. Setup initial project template schedules.

Responsibilities

Project Support Responsible for delivering project management throughout the assigned projects as required.
Coordinate and track project timelines, deliverables, and follow-ups.
Perform manual data entry, formatting, and document organization.
Draft and edit internal communications, reports, and presentations.
Assist in SharePoint & Content Management, SharePoint lists and document libraries.
Ensure version control, metadata accuracy, and accessibility.
Develop and manage SharePoint-based workflows and dashboards.
Assist in the development and continual enhancements of the M&S Newsletter through collaboration with the Director of Projects and Sales Advisory Board, ensuring distribution in a timely and accurate manner.
Helps prepare detailed budgets and budget breakdowns for assigned projects, ensuring that budgets are within job costing and reporting systems based on CGC/BOD budget or funding approvals.
Conduct market research, provides analysis of project risks and opportunities.
Prepare presentations for assigned projects or initiatives.
Breaks projects into realistic and achievable actions and detailed activities with set timeframes.
Facilitates the timely completion of deliverables required to expedite specified tasks.
Sales Operations Team Support Maintains comprehensive and updated project records and documentation.
Provide support for conference preparation, including PowerPoint creation, proofreading, and research.
Assist with presentation development and logistics coordination.
Provides logistics coordination to ensure that all projects are working in tandem and do not negatively impact each other.
Works closely with Sales Ops Leadership to issue all appropriate legal paperwork (e.g. contracts and terms of agreement).
Coordinates project management activities, resources, equipment, and information.
Help prepare detailed budgets and budget breakdowns for project managers.
Escalate any concerns if budgets are at risk for staying within job costing and reporting systems based on CGC/BOD budget or funding approvals.
Assists with market research, analysis and maintenance of the library of qualified consultants and vendors.
Assists Sales Operations Leadership in the review and preparation of all change management records and administration that may occur on a project.
Reviews invoicing for completeness and accuracy including coding.
Assist with the preparation of Request for Qualifications (RFQs), Request For Proposals (RFPs), Bid and comply with all applicable procurement policies and procedures.
Prepares and reviews written documents (e.g., RFPs, contracts, daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness.
Responsible for overall project procurement management (internal and/or external parties or vendors) to ensure timely completion of assigned project(s).
Ensure compliance with all executed contracts as required per project(s).
Works with Sales Operations Leadership to eliminate blockers.
Monitors project progress and assist Sales Operations Leadership to resolve any issues that arise.
Documents and tracks any issues or problems that occur on Projects and the resolutions.
Coordinates the timely completion of deliverables required to expedite specified tasks.
Assists Sales Operations Leadership and project team with schedule management.
Supports project coordination and scheduling by holding meetings and/or conversations as necessary to ensure that all project team members are on track to complete the project(s) according to schedule.
Business Relationships Develop and manage strong relationships with MVW internal key stakeholders and M&S Field Leaders.
Provides cost and schedule information for and participates in the preparation of the Project Timeline Updates, Dashboard & Trends Reports, Development Status Reports, and summaries of Risks & Opportunities.
Coordinates and attends Project kick-off meetings as required.
Coordinates and participates in meetings to ensure consistency of message and maintain efficient, effective lines of communication documenting meeting action items.
Welcomes ( Manages) internal and external guests.
Acts as the point of contact and communicates project status to all participants.
Global Marketing & Sales Support Provide support in core areas: Reward and Recognition Programs: RISE/ELEVATE - Management for All Brands Globally Support the Recognition & Rewards (R&R) Program by managing SE/ME photo records and onboarding engagement documents.
Career Development Support documentation and assist with career progression recognition and resources.
Assist Sr Manager of R&R with the tracking of career development milestones across brands.
Purchase Incentives Programs (First Day Benefits) Support monthly purchase incentives accuracy for fulfillment and ensure full communication to the Field Leaders on changes, including the One Pager Overviews for each month.
Compliance and Assurance Develops knowledge and understanding of Corporate and MORI processes, policies, and procedures.
Assists with maintaining, updating and tracking project approvals for all project(s).
Creates and maintains comprehensive project documentation, plans and reports.
Monitors projects and escalate areas of concern to Project Manager or Sales Operations leader(s) responsible for the project in a timely manner.
Maintains project database by entering and backing up data and assures the project records are detailed and organized according to the best practices and standard of care.