MANAGER, SENIOR SALES ADMINISTRATION
CLS Generic Position Summary
As a member of the professional staff, contributes specialized knowledge and skill in a discipline (e.g. Accounting, Finance, Human Resources, Information Technology, Operations Planning & Support, Sales & Marketing) area to support team and/or department objectives. Generally works under limited supervision, but within established guidelines, monitoring the flow of work between own department and others in alignment with business strategies, selecting and developing effective managers and work teams, managing own organization through reliable systems and processes, and producing and analyzing more complex business information to assist in the decision making process.
Specific Job Summary (describe the nature and purpose of the position)
Manage the quality processes in areas of Membership Administration from contract creation through closing.
CLS Generic Expected Contributions
Contributes to team, department and/or business results by performing more complex quantitative and qualitative analysis for business processes and/or projects. Often manages small projects, business processes or parts of larger ones.
Responds to, solves and makes decisions on more complex/non-routine business requests with limited to moderate risk.
Works to enhance the organization's capabilities through effective staffing and development of others by:
- using appropriate MVW interviewing tools to hire the best managers available from inside or outside.
- hiring for diversity and balance of skills.
- setting and maintaining high standards for team and individual performance.
- providing timely coaching and feedback.
- making and rewarding distinctions in performance.
Assists more senior associates in achieving business results by:
- identifying opportunities to enhance the effectiveness of business processes.
- providing training and technical guidance to less senior staff, where appropriate, and serving as point-of-contact for problem resolution.
- participating in setting department operating plans.
- recognizing and celebrating team successes.
- achieving results against budget within scope of responsibility.
Demonstrates an awareness of personal strengths and areas for improvement and acts independently to improve and increase skills and knowledge.
Performs other duties as appropriate.
Specific Expected Contributions (including duties and responsibilities)
Oversee and supervise certain management and hourly positions in Membership Administration and as necessary.
Monitor contract quality, procedures and methodology.
Continually train and monitor membership' executives' contract and closing paperwork for correct representations.
Coordinate with Corporate and Sales Management any changes with modifications to contract paperwork.
Support Corporate Marketing and Sales as well as New Owner Administration.
Initial as well as on-going training of membership assistants regarding procedures, policies and responsibilities of membership administration personnel.
Communication to Membership Executives and Sales Management regarding status of contracts, additional information required, follow up needed, tracking, etc.
Responsible for assuring all contracts adhere to policies in force for the site and the company, as well as any legal requirements regarding:
Notary requirements
Rescissions
Minimum escrow requirements and depositing of escrow funds
Contract conversions
Pricing
Finance terms and interest rates
Inventory matrix
Completion dates
Closing costs
Extended closing dates
Inventory on "reserve"
Management Operations Manual policies and procedures
Enforcement of any procedures put in place to ensure all contract documents are reviewed prior to execution and again following execution of the documents
Responsible for producing daily and weekly reports as requested relative to sales, cancellations and defaults.
Responsible for ensuring all corporate and accounting policies regarding same are followed and site remains in compliance with corporate, state and federal polic
ies regarding sales reporting and cancellations are followed.
Responsible for assuring all contracts are processed, converted and batched to NOA Lakeland with an emphasis on accuracy and efficiency.
Responsible for daily review of available and inventory, providing reporting and tracking available inventory as needed.
Coordination of contract administration staff schedules to accommodate peak periods as well as slow periods.
Timely notification to Membership Executives and follows through on cancellations, defaults and BNQ's.
CLS Generic Candidate Profile
Successful candidates should possess knowledge and experience and demonstrate strong leadership and relationship skills as follows:
Generally a professional position with specific knowledge and experience in a discipline (e.g., Accounting, Human Resources, Information Technology) as well as associate management experience. College degree and/or relevant experience typically required.
Specific Candidate Profile (the education, experience, skills and attributes that are important for this position)
Education
Bachelor's degree with business management emphasis or a 2-year degree with business emphasis and 3 to 5 years of related work experience in a similar position within a real estate or vacation ownership company.
Experience
Minimum of 3 to 5 years of supervisory or management experience in high volume, fast-paced, results oriented business environment.
Specific experience in preparation of contract and closing documentation required to close real estate transactions in compliance with state real estate and escrow regulations is required.
Skills/Attributes
Advanced PC application skills with specific proficiency in Microsoft Products (Excel, Word).
Good organizational and math skills.
Ability to appreciate and work with staff working in Sales.
Ability to work well under pressure.
Able to work a flexible work schedule.
An understanding of complex office procedures.
Independent and highly motivated while able to work effectively as part of a team.
Due to high-level customer expectations and stature, must possess excellent verbal and written communication skills and mature judgment as well as an extremely professional demeanor.
Extremely well organized and procedure driven.
Proven ability to work proactively and be self-motivated.
Ability to work under pressure and manage multiple priorities.
Ability to comprehend, analyze and present data.
Must be available and willing to travel infrequently.
Working understanding of lender requirements for financing whole ownership and fractional real estate preferred.
