Area Sales & Marketing Support Manager in Williamsburg, VA at Diamond Resorts

Date Posted: 2/23/2021

Job Snapshot

Job Description

JOB SUMMARY   
The Area Sales & Marketing Support Manager ensures the successful support of operations to the timeshare sales effort including assisting the Regional Sales & Marketing Operations Manager in the implementation of projects & programs.  The Area Sales & Marketing Support Manager oversees sites Lead Tour Reception and Support Supervisor roles.


ESSENTIAL JOB FUNCTIONS
  • Manages all Sales & Marketing Support team members including, but not limited to, recruiting, training, scheduling, motivating, coaching, counseling, payroll submission, and terminations.
  • Prepares and/or submits all necessary new hire, personnel change, and termination paperwork to Human Resources in a timely manner.
  • Trains Support Managers on what is needed for new hires (ordering business cards, adding new hires to phone list and sign-in sheet, setting up their email, ordering uniforms, training on Gift Acknowledgments, etc.).
  • Monitors attendance and training schedules for Sales & Marketing departments to include Tour Reception, Gifting, Sales agents, and Sales managers.
  • Monitors, updates, and approves team member timecard entries on a timely basis.
  • Provides monthly Sales staff reports to Regional Sales & Marketing Support Manager.
  • Supervises and assists with the tour check-in and check-out process.
  • Provides support to the Regional Sales & Marketing Operations Manager and Regional VPs as needed.
  • Assists the VP of Sales and Sales management team in the 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.
  • Supports client customer services – inbound calls to Sales office, additional FDI reports (daily) and other FDI reporting (weekly).
  • Manages and submits approved Special Performance Incentive Fund (SPIF) requests to Payroll and monitors SPIF account balance as required.
  • Coordinates information for national Sales contests and Sales training.
  • Coordinates release of reserve funds through Corporate Accounting.
  • Assists with Concur reimbursement requests, as delegate.
  • Performs Sales & Marketing reporting distribution.
  • Processes and manages Gross Performance, Variance, and Pipeline reports.
  • Manages Cap Ex funds and on-site assets.
  • Performs departmental training on process and procedure.
  • Performs general office duties including, but not limited to, ordering office supplies and equipment, outgoing mail processing, distributing inbound Sales mail, keeping all POS forms stocked and updated, initiating check requests and vendor set up, calling for copy repair, and interacting with Information Technology, Maintenance, Housekeeping and Food & Beverage as needed.
  • Provides superior customer service in accordance with the Company DRIven to Excellence standards.
  • Consistently practices the Meaning of Yes® and maintains the highest standards of professionalism when interacting with fellow team members, management, owners, members, and prospects.
  • Operates office machinery (i.e., computer, copy machine, fax machine).
  • 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. 
EDUCATION
  • High School Diploma or equivalent.
EXPERIENCE
  • A minimum three (3) years of experience in the sales and marketing administrative support field required.
  • A minimum three (3) years of supervisory experience in the sales and marketing administrative support field 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:
  • Determines and creates policies, procedures and manuals for direct reports.
  • Establishes objectives and goals for the team; plans, organizes and manages work flow.
  • Assigns, monitors, and reviews work; evaluates direct report’s performance.
  • Recruits, interviews, trains, disciplines, and terminates direct reports. 
  • Orientates and trains direct reports.
  • Approves time records and time off requests; submits payroll for direct reports.
  • Investigates and resolves concerns and complaints.
  • Provides 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 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.
  • Ability to interpret and create policies, procedures and manuals.
  • 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.
  • Recognizes an emergency situation and takes appropriate action.
  • 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.
  • Performs well with frequent interruptions and/or distractions.