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Administrative Coordinator

Company: Diamond Resorts
Location: Williamsburg
Posted on: June 12, 2021

Job Description:

Under general supervision, the Administrative Coordinator welcomes and checks-in clients arriving for a sales presentation while also coordinating the sales line (rotor), properly assigning clients to sales agents, and updates tour information. The Administrative Coordinator greets tour guests at the conclusion of their sales presentation and provides gifts promised by the marketing source.


  • Prepares for scheduled tour arrivals through the preparation of survey sheets. Ensures owner information has been prepared in advance and note available agents on rotor for client assignment.
  • Identifies which clients provided a good faith deposit and process upon checking-in for the tour.
  • Welcomes and greets clients for tour.
  • Obtains necessary information from client to ensure accurate segment assignment.
  • Correctly assigns client to appropriate sales agent based on specific type/rotor.
  • Prepares client booked versus showed reports for each wave in an accurate and timely manner.
  • Updates tour information into Atlas specifically through check-in, agent assignment, tour credit, etc.
  • Verifies that the tour information in the database is correct through the process of running reports and verifying data.
  • Researches and prepares tour information for the following four (4) days based on wave, tour type, and sales agent pre-assignment. Updates and distributes report twice daily.
  • Prepares gifts while the clients are on tour (verify which clients showed for their tour).
  • Answers client inquiries and resolve any gifting issues.
  • Sells and/or schedules additional activities as requested by the client.
  • Inputs gifting/tracking information in the computer database (Clarity & MS Excel logs).
  • Conducts gifting and cash inventory twice daily (at start of first shift and end of shift close).
  • Compiles closing information (check-out time, take over, dominant buying motive, sampler presented/purchased, etc.) as required.
  • Prepares any extra gifts per management (first day incentive, experience package) and enters information into computer database.
  • Maintains the highest standards of professionalism when interacting with fellow team members as well as prospects, members, owners, and guests.
  • Completes all required company trainings and compliance courses as assigned.
  • Adheres to company standards and maintains compliance with all policies and procedures.
  • Performs other related duties as assigned.
  • Less than a high school education.
  • No prior experience or training required.
  • No supervisory experience required.
  • This position does not include any supervisory responsibilities.
  • This position does not require licenses or certifications.
This position requires the capability to understand and follow both oral and written directions as well as knowledge and usage of correct business English and 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.
  • Excellent customer service skills.
  • Proficient in time management; the ability to organize and manage multiple priorities.
  • Ability to take initiative and effectively adapt to changes.
  • Able to establish and maintain a cooperative working relation.
  • 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 changing from one task to another of a different nature, with impending deadlines and/or established timeframes.
  • Competent in public speaking.
  • Performs well with frequent interruptions and/or distractions.
  • Basic math skills.
  • Cash handling skills (the ability to count currency, make and count back change).

Keywords: Diamond Resorts, Newport News , Administrative Coordinator, Other , Williamsburg, Virginia

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