Diamond Resorts International Sales and Marketing Support Manager in Sedona, Arizona
JOB SUMMARY The Sales and Marketing Support Manager oversees the support operations of the sales center(s) including management of administrative and support staff while working closely with human resources for tasks related to recruitment, hiring, training, scheduling, coaching, and timekeeping of support staff team members.
ESSENTIAL JOB FUNCTIONS
Oversees support operations for designated sales center(s).
Manages administrative and support staff.
Manages various administrative tasks including, but not limited to, correspondence, maintaining files, supply inventory and ordering.
Assists with Concur reimbursement requests (as delegate).
Performs sales and marketing reporting distribution.
Manages all sales and marketing support team members including, but not limited to, recruitment, training, scheduling, motivating, coaching, counseling, timely/accurate payroll submission and terminations. Consult with human resources as necessary.
Prepares and/or submits all necessary new hire, personnel change, and termination paperwork to human resources in a timely manner.
Processes new hires at the department level.
Monitors attendance and training schedules for sales department to include tour reception, gifting, vacation counselors, and sales managers.
Monitors, updates and approves team member timecard entries on a timely basis.
Provides monthly sales staff reports to National Sales & Marketing Support Manager.
Supervises and assists with the tour check-in and check-out process.
Ensures accuracy of the rotor management; provide coverage when necessary.
Assists the Vice President of Sales and sales management team in day-to-day departmental sales execution and communications.
Maintains and updates all internal logs and reporting.
Assists with departmental memos and letters.
Updates and maintains all sales related standard operating procedures (SOP’s).
Supports client customer services – inbound calls to sales office, additional First Day Incentive (FDI) reports (daily) and other FDI reporting (weekly).
Submits weekly FDI chargeback forms to accounting/payroll.
Submits approved Special Performance Incentive Fund (SPIF) requests to payroll and monitor SPIF account balances as required.
Coordinates information for national sales contests and sales training.
Updates and distributes any price changes to sales team.
Maintains control of company logo ware inventory for sales department. Submits weekly distribution reports as necessary, and submits required chargeback and/or gift acknowledgement forms to payroll.
Submits tour trackers as required.
Manages all accounting functions to include timely processing of all sales, marketing, and general operation invoices.
Ensures the proper coding of invoices and forwards to the regional business manager for approval prior to being sent to corporate for payment processing.
Responsible for daily reconciliation of petty cash fund distribution and tour cash deposits replenishment requests.
Performs daily reconciliation of concierge and Off Property Contact (OPC) drops.
Organizes and maintains all related comp plans and process payroll accordingly.
Audits and reconciles all tour deposit drops from OPC and In-House (IH), ensuring money is deposited in a timely manner.
Works with tour gifters as related to gifting activity and inventory.
Prepares and/or provides monthly gifting logs and completes Atlas reconciliation versus inventory on-hand and submits to corporate accounting as directed.
Maintains an adequate inventory of marketing gift premiums.
Provides administrative support to the marketing director and in-house marketing manager to include, but not limited to, preparing letters, memos, agreements and reports (text and spreadsheet).
Evaluates, develops, and implements standardized procedures and processes related to marketing support operations.
Creates and maintains SOP manuals as related to vacation ownership sales and marketing.
Performs general office duties including, but not limited to, ordering office supplies and equipment, outgoing mail processing, distributing inbound sales mail, keeping all Point of Sale (POS) forms stocked and updated, initiating check requests and vendor set up, calling for copy repair, and interacting with information technology, facilities, housekeeping and food & beverage, as needed.
Responsible for completing all required company training and compliance courses as assigned.
Adhere to company standards and maintains compliance with all policies and procedures.
Perform other related duties as assigned.
High School Diploma or equivalent. EXPERIENCE
A minimum of two (2) years of experience in the administrative support and/or similar field required.
A minimum of two (2) years of experience in a management/supervisory role is required. SUPERVISORY RESPONSIBILITIES This position spends the majority of the time (50% or more) achieving organization objectives, often through the coordinate achievements of subordinate staff. A portion of the time may be spent performing individual tasks related similar to those performed by direct reports, but primary duties are supervisory or organizational-goal related. Analyzes and resolves problems, determines work techniques, monitors for regulatory compliance, maintains production, interprets and creates policies, and demonstrates solid subject matter knowledge.
Establishes departmental goals and objectives, functions with independence, and makes decisions on matters of significant importance. Manages human, financial, and/or physical resources; proactively assesses risk to establish systems and procedures to protect organizational assets. Exercises judgment within defined procedures and policies to determine appropriate action; develops systems to ensure subordinates adhere to policies and procedures in compliance with organizational goals and objectives.
Specific supervisory duties include, but are not limited to the following:
Assigns, monitors, and reviews work; evaluates direct report’s performance.
Recruit, interview, train, discipline, and terminate direct reports.
Orientate and train direct reports.
Approves time records and time off requests; submits payroll for direct reports.
Investigates and resolves concerns and complaints.
Provide assistance and support; maintains a positive and professional working environment.
LICENSE & CERTIFICATIONS
This position does not require licenses or certifications. SKILLS & ABILITIES This position requires the ability to understand and follow both oral and written instruction as well as have knowledge of and properly use Standard English and follows office practices. Must be able to communicate effectively with others, analyze and resolve problems, maintain effective working relationships, and interact successfully with internal and external customers.
Specific skills and abilities include, but are not limited to the following:
Computer proficiency in Microsoft Word, Excel and Outlook.
Ability to operate general office machinery (i.e. computer, copy machine, fax machine, etc.).
Excellent customer service skills.
Excellent time management skills, including the ability to organize and manage multiple priorities.
Ability to take initiative and effectively adapt to changes.
Recognizes an emergency situation and takes appropriate action.
Ability to establish and maintain cooperative working relationships with internal and external customers.
Ability to interpret and create spreadsheets.
Able to use sound judgment; work independently, with minimal supervision.
Strong analytical and problem solving skills.
Able to perform a variety of duties, often of a different nature changing from one task to another, with impending deadlines and/or establish timeframes.
Performs well with frequent interruptions and/or distractions.
Basic mathematical skills, including the ability to calculate percentages and discounts.
Accurate cash handling skills (the ability to count currency, make and count back change).
Must be able to work a flexible schedule: including nights, weekends, holidays, approved overtime and alternative schedules or shifts as requested by Management.
Job: *Sales and Marketing
Title: Sales and Marketing Support Manager
Requisition ID: ROS00009V