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Sales and Marketing Administrative Assistant

4 months ago

Myrtle Beach, United States Bluegreen Vacations Full time

Join our Administrative Team at Bluegreen Vacations in Myrtle Beach \'We believe in the power of vacation. We believe vacations make people happier by sharing time together, smiles and memories. Our purpose is to share happiness.\'

The Administrative Assistant completes administrative functions related to sales and marketing to ensure the accurate entry and coding of guest information, data integrity, premiums, site level accounting functions, payroll, HR and reporting as required.

Specific Duties, Activities and Responsibilities: 

Accounts Payable:Prepare timely and accurate payments for Marketing and Sales, including voucher preparation and tracking.Process vendor payroll, ensuring reconciliation and addressing negative balances.

    2.Perform month-end financial processes.

Accruals and Reconciliation:Calculate hotel, premium, and miscellaneous accruals.Track OPC/IH Deposit Collection and Reconciliation.Payroll Processing:Handle payroll processing for Sales and Marketing, including Kronos tracking and commission processing for specific items (e.g., retail sales, upgrades).Human Resources and Administrative Tasks:Conduct new hire orientations and paperwork.Manage status changes, terminations, and benefit enrollments.Serve as the point of contact for general employment requests within the organization.Systems Access and Order Management:Ensure timely submission of Systems Access Forms for terminated associates.Create weekly orders to maintain sufficient quantity, security, and disbursements.Monitor and audit premiums, maintaining accurate retail prices and a master listing of all premiums.Track Sales and Marketing Training Collateral, Produce Various Reporting required by management. Contract Management:Prepare and track approvals and expiration of CSRs (Customer Service Requests), Coding Requests, Business Plans, and Appropriation Requests after DOM (Director of Marketing) delivers the completed contract.

Guide and track approvals through National Sales and Legal for implementing recent programs or renewing existing premiums and contracts. 

Maintaining Allotments and Inventory:You oversee offers, tour/hotel/welcome center allotments, retail items, hotel costs, and vendor costs as defined by approved contracts or agreed-upon allotments by the Director of Sales (DOS) or Director of Marketing (DOM).You update Telemarketer, OPC, Verifiers, and other IDs, as necessary.Managing the Premium Inventory Management System involves building banks for new locations, adding, transferring, and distributing inventory.Policy Adherence and Exception Handling:You ensure that policies and procedures are followed. When authorized by the DOM/DOS, you utilize policy waivers.Assisting with Site Level Admin audits ensures adherence to Standard Operating Procedures (SOPs) and coding guidelines.License Tracking and Compliance:Track and maintain business licenses, real estate licenses (if applicable), and federal/state mandated postings.Escrow and Sampler accounts are monitored to manage deposits and refunds according to standard procedures.Enforcing and monitoring Customer Information Security policies is part of your role.Administrative Support and Deal Processing:You assist with running Barclays applications, credit applications, and typing deals as needed.Uploading Barclays applications follows approved processes.You also contribute to closing Sampler/VCO deals when required, and you’re trained in all areas of Closings to provide support.As a contract auditor, you review contracts using a standard checklist before shipping them to Boca.Cancellation Management and Referral Data Entry:You process and track cancellations, ensuring timely completion of paperwork, refunds, and follow-up for a seamless experience for Owners/Guests.Accurate referral data entry, reporting, tracking, and auditing are part of your responsibilities.Completing Synergy uploads for referrals, tour audits, and other items as needed rounds out your duties.

Work Hours: Five days per week as scheduled, must be available to Work Weekends and Holidays if needed.

Amazing Benefits Available: 401 (K), Health insurance, Dental insurance, Vision insurance, Paid time off, and Employee discounts after 60 days of Employment.

Essential Professional Skills/Competencies:

 

Customer service and quality fundamentalsStrong Computer SkillsDetailed-oriented with strong analytical and problem-solving skills. Ability to think strategically and analyze information timely and accurately. Excellent interpersonal communication skills to deal effectively with owners, guests and all levels of the organization. Strong time management, sound judgment, good prioritizing, and an excellent team player Highly proficient in general office procedures (e.g., filing, correspondence)Tact and good judgment in confidential situations and the ability to interact with senior management.