Administrative Assistant

Company Description

The award-winning Westgate Park City Resort & Spa lies in the heart of the Canyons Village base at Park City Mountain. Surrounded by world-class skiing and year-round mountain adventure, Westgate Park City Resort & Spa provides a dynamic and rewarding work atmosphere. Whether they’re attending local festivals, athletes training and competing at the Utah Olympic Park, or individuals and families seeking a mountain getaway, our guests come from all corners of the globe. Join our team and help us welcome the world to Park City! As part of Westgate Resorts, recognized by U.S. News as one of the Best Companies to Work For, you’ll be joining a team committed to excellence and creating unforgettable vacation experiences and supporting your career growth where you are or at 60+ resorts across the company.

Job Description

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Opening and Closing of the sales floor
• Make sure the sales floor is clean and tidy for the new day.
• Request a model key from the front desk and make sure the model used is presentable for tours.
• Updates on arrival reports - Running arrival reports for In-House on a daily basis in order to get the information new referral "add ons"
• Customer service - answering the phones properly, answering questions for sales rep and specialty tours, researching information for sales reps and specialty tours when needed
• Computer skills – Ability to operate a computer and knowledge of Microsoft Word and Excel
• Reports – running reports as needed for Sales and Sales Support Management including but not limited to All Rate Codes report, Projection repot, Check Ins report
• Ensure accuracy, completeness, and timeliness of all duties requested by GM, Dir of Sales, Inhouse Admin Manager, Dir of Sales Support.
• Establish procedures that implement operational and departmental policies
• Print and distribute survey’s for In-House tours, account information of In-House owners
• Processing deals and handling cash/credit card purchase
• Assigning inventory correctly for the purchase of Timeshares
• Coordinate with Contract through Microsoft Teams to process deals on the back end
• Printing daily surveys and placing them on tour
• Closing out all tours once completed with correct Sales Manager and Rep
• Make sure every reservation is coded properly and classified as tourable or exclusion.
• Make sure tablet and supply cabinets are locked, lights turned off and office doors are locked
• Sending out end of day total numbers email to Sales Director, GM and other members of management
• Other duties may be assigned.

SUPERVISORY RESPONSIBILITIES

N/A

Qualifications

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Additional Information

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

A high school diploma or general education degree (GED); must project a professional appearance and attitude. Customer service and Data Entry experience is a plus. Minimum 40 wpm. Must have Word processing and spreadsheet knowledge. Must be able to communicate effectively. Multitasks and works well under pressure with precision. Pays attention to detail.

LANGUAGE SKILLS

Must have the ability to read and interpret documents, such as safety rules and procedure manuals. Demonstrate and utilize your ability to listen and speak effectively. Also, to always provide excellent internal customer service to fellow team members.

MATHEMATICAL SKILLS

Possess the ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Possess the ability to compare rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram forum. Possess the ability to deal with problem situations involving owners, guests, and Team Members in a courteous and friendly