Supervisor Contract Processing NOA Field - $2000 Sign On Bonus

Hyatt Vacation Ownership

Truckee (CA)

On-site

USD 37,000 - 48,000

Full time

2 days ago

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Job summary

Hyatt Vacation Ownership in Truckee, California seeks a detail-oriented Contracts & Sales Support Associate to advise Sales on ownership contracts, process contracts in Universe/Unifipro, and prepare proposals and reports. You will identify inventory, respond to contract requests, and maintain confidential information while supporting a high-performing team.

The role requires strong data entry, office skills, and the ability to move small items; notary not required.

Qualifications

High school diploma or GED equivalent.
At least 1 year of related work experience.
At least 2 years of supervisory experience.
Notary Public certification.
Sign on Bonus of $2000.

Responsibilities

Assist management to ensure hourly employees have the necessary resources to perform their jobs.
Assign and ensure tasks are completed on time with quality standards.
Coach and develop employees; provide input on improvements.
Prepare work schedules for hourly employees.
Maintain confidentiality of proprietary information and protect company assets.

Skills

Analytical Skills

Team Work

Communication

Detail Orientation

Integrity

Education

High school diploma/G.E.D. equivalent

Job description

Advise Sales team on issues related to ownership contracts (e.g., titles, financing, pre-approval). Process contracts accurately by entering information into appropriate system. Ensure that signed contract paper work is accurate and complete. Identify available inventory based on potential owners' needs and preferences (view, season, first-year occupancy). Respond to Sales team requests related to contract status, such as additional information required, follow-up needed, or tracking. Enter, retrieve, reconcile, and verify information (e.g., commissions, leads, third parties) in software involved in the sales process. Prepare sales-related documents throughout the sales process (e.g., proposals, contracts, or banquet event orders). Prepare reports as requested by Sales managers. Perform general office duties (e.g., filing, sending emails, typing, faxing, and copying).

Follow all company safety and security policies and procedures; report accidents, injuries, and unsafe work conditions to manager. Follow all company policies and procedures; maintain confidentiality of proprietary information; protect company assets. Anticipate and address owners' service needs. Develop and maintain positive working relationships with others; support team to reach common goals; listen and respond appropriately to the concerns of other employees. Ensure adherence to quality expectations and standards; identify, recommend, develop, and implement new ways to increase organizational efficiency, productivity, quality, safety, and/or cost-savings. Enter and locate work-related information using computers. Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance. Perform other reasonable job duties as requested.

CRITICAL TASKS

Assists Management

Assist management to ensure that hourly employees have the necessary resources to effectively perform their jobs (e.g., supplies, equipment, and inventory).
Assign and ensure work tasks are completed on time and that they meet appropriate quality standards.
Listen to hourly employees' suggestions for improving how work is done and how guests are served, gaining management support as needed to act upon suggestions.
Encourage and motivate employees to perform their best, take responsibility for tasks and assignments, make decisions and provide input on possible improvements.
Serve as a departmental role model or mentor by working alongside employees to perform technical or functional job duties.
Assist management in establishing and communicating goals, performance expectations, timetables and deadlines for shift or departmental operations to hourly employees and ensure that they are understood.
Coach and develop employees (e.g., create expectations for continual improvement, provide challenging tasks and assignments, hold development discussions, and construct and execute development plans).
Ensure that hourly employees are trained on company core values, job roles, responsibilities, and technical and service aspects of the job.
Coordinate tasks and work with other departments to ensure that the department runs efficiently.
Collaborate with management to develop and carry-out ideas and procedures, and set goals to continuously improve department performance around guest and employee satisfaction scores.
Assist management in preparing work schedules of hourly employees.
Assist management in counseling hourly employees on work related concerns and issues to ensure satisfaction and productivity.
Serve as hourly employees' first point of contact as part of the Guarantee of Fair Treatment/Open Door Policy process.

Quality Assurance/Quality Improvement

Monitor the performance of others to ensure adherence to quality expectations and standards.
Identify and recommend new ideas, technologies, or processes to increase organizational efficiency, productivity, quality, safety, and/or cost-savings.
Develop and implement quality improvement or corrective action plans.

Contract Processing

Advise Sales team on issues related to ownership contracts (e.g., titles, financing, pre-approval).
Process contracts accurately by entering information into appropriate system (e.g., Universe/Unifipro).
Ensure that signed contract paper work is accurate and contains all necessary information and documentation.
Identify available inventory based on potential owners' needs and preferences (view, season, first-year occupancy) by checking information in appropriate software (e.g., SOLAR).
Respond to Sales team requests related to contract status, such as additional information required, follow-up needed, or tracking.

Reports and Documentation

Prepare sales-related documents throughout the sales process (e.g., proposals, contracts, or banquet event orders).

Office Equipment

Transmit information or documents using mail, scanner, or facsimile machine.
Operate standard office equipment other than computers such as telephone, typewriter, scanner, fax, photocopier, calculator, and electronic peripherals.
Keep office equipment in working order and contact service representatives to correct problems with office equipment, including following-up so that problem is corrected.
Maintain office areas (e.g., cubicles, storerooms, conference rooms, etc.), including calling housekeeping and maintenance when needed.

Computers/Software

Use computer systems and software packages to input, access, modify, store, or output information
Enter and retrieve data from computer systems using a keyboard, mouse or trackball.
Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.

Communication

Monitor and respond to inbound customer, client, and property communications via email, voice mail, etc. in a timely manner
Speak to customers and co-workers using clear, appropriate and professional language.
Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to maintain accuracy and completeness.
Talk with and listen to other employees to effectively exchange information.

Working With Others

Support all co-workers and treat them with dignity and respect.
Handle sensitive issues with employees and/or guests with tact, respect, diplomacy, and confidentiality.
Partner with and assist others to promote an environment of teamwork and achieve common goals.

Physical Tasks

Enter and locate work-related information using computers.
Read and visually verify information in a variety of formats (e.g., small print).
Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance.

Policies and Procedures