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Administrative Coordinator

2 months ago

Williamsburg, Virginia, United States Bluegreen Vacations Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Bluegreen Vacations. As an Administrative Assistant, you will play a critical role in ensuring the smooth operation of our sales and marketing functions.

Key Responsibilities
  • Financial Management
    • Prepare and process timely and accurate payment of Accounts Payable for Marketing and Sales, including voucher preparation and tracking.
    • Perform financial month-end processes, ensuring accuracy and compliance.
  • Payroll and Benefits
    • Process vendor payroll, including collection of negative balances and vendor payable reconciliation.
    • Calculate Hotel, premium, and miscellaneous accruals, ensuring accurate financial reporting.
  • Operations and Administration
    • Track OPC/IH Deposit Collection and Reconciliation, ensuring timely and accurate processing.
    • Process and submit payroll for Sales and Marketing, including Kronos tracking and processing of commissions.
    • Conduct new hire orientations and paperwork, status changes, terminations, benefit enrollments, and serve as Corporate's contact for other general employment requests.
  • Reporting and Analytics
    • Produce various BI or Concierge reports as required by management, providing valuable insights for business decisions.
    • Complete reports for Sales as required, such as the Cash, PAC, TPAC, and QAS MER reports.
  • Contract Management
    • Prepare and track for approval and expiration of all CSRs, Coding Requests, Business Plans, and Appropriation Requests.
    • Guide and track approvals for above through National Sales and Legal to help implement new programs or renew existing premiums and contracts.
  • Inventory Management
    • Maintain the Premium Inventory Management System, building banks for new locations, adding, transferring, and distributing inventory.
  • Compliance and Risk Management
    • Ensure policies and procedures are followed and policy waiver is utilized when DOM/DOS authorizes an exception.
    • Assist with Site Level Admin audits to ensure SOPs are followed and coding guidelines are adhered to.
  • Customer Service
    • Ensure Customer Information Security policies are enforced, monitored, and adhered to.
  • Administrative Support
    • Assist with running of Barclays applications, Credit Applications, and typing of deals as needed.
    • Upload Barclays applications following approved processes.
    • Assist with the closing of Sampler/VCO deals as needed, providing administrative support as required.
Requirements

To be successful in this role, you will need to have excellent organizational and communication skills, with the ability to work in a fast-paced environment. You will also need to be proficient in financial management, payroll processing, and inventory management.

We offer a competitive salary and benefits package, as well as opportunities for professional growth and development.