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Administrative Assistant

Company: Marriott Vacations Worldwide
Location: Kihei
Posted on: September 22, 2022

Job Description:

Are you ready to grow your dream career while making others' vacation dreams come true? Marriott Vacations Worldwide is a world premier organization for Vacation Ownership with resorts at destinations around the globe. Join our team and help deliver unforgettable experiences that make vacation dreams come true.
Individual duties include but are not limited responding to guest reviews, solicitation by email of guest reviews, Aloha/Welcome and pre-departure calls to guest while in-house to connect check on vacation experience, address any guest needs, answer questions and offer assisting booking next vacation. Assist/back-up/cover reservations duties as needed and or assigned including but not limited to selling condo vacations to guests via phone and email, managing multiple property reservations, scheduling maintenance, housekeeping, renovations, repairs, owner, and owner guest reservations. Responding to owner, guest, travel agent and wholesale email and phones messages in a timely manner. Assist Revenue Management and Ecommerce in data input updating rates and content in PMS for distribution of units. Focus on all requirements to obtain and maintain Premier Partner and Super Host status to improve unit search sort rankings sales and conversion as well as unit acquisition. Must have excellent written and verbal communication skills and the ability to convey the Aloha Spirit in all communication. Must establish and maintain positive working relationship with on-site front desks and operations, address guest needs with a priority given to customer service. She/he will be in a back-up role when GMS and or OSM are not available for guest service follow up, handling guest and vendor problems related to guest service when GSA's are unable to do so, collection of monies from guests, processing CC transactions, familiarization tours and additional duties as assigned. -
Administrative duties as assigned by VP including but not limited to the following: Respond and send out information requests. Prepare new Owner information packets. Typing, filing, maintain office inventory, schedule appointments, make travel arrangements, answer phones, take messages, and act as liaison between Admin department and general public. Assist in HR functions, assist employees with HR training as needed, member of safety committee and be responsible for quarterly reports. Assist with bookkeeping input of data (vendor invoices) and other duties as assigned by Accounting Mgr. - Prepare mailing of owner's statements and any other communications coming from office. Assist with Owner Services Inquiries and Unit Start-up processes and processing. Assist Unit Quality with unit repairs, replacements, evaluations and renovations. Assist Sales/Ecommerce with new unit start up, uploading unit photos and content, updates to ISI link and social media posts and responses.
Job Responsibilities: -

  • Respond to and solicit guest reviews, respond to all guest reviews after departure and while in-house responsible for Guest Aloha Calls and departure calls, responsible for guest contact follow-up on work orders with guests to be sure their expectations were met by services provided. Priority of position to focus on Premier Partner (PP) status of individual units and all requirements to obtain and maintain PP status -
  • All functions of the reservations/guest and owner services agent selling condo vacation rentals via phone and email for multiple properties. - Responsible for accurate reservation information in the system and communications with guest to provide arrival instruction, communication with on-site representatives of guest information - correct rates, clean reservations, collection of deposits on time and reminders going out when appropriate
  • Optimize Phone Sales efforts and call conversions, keep abreast of rate specials and other appropriate information, take actions for improvement when needed, complete Navis training use and apply training and utilize for best results accept direction and coaching -
  • Effectively deal with internal and external customers with a high level of patience, tact and diplomacy, to defuse anger and collect accurate information to reach an effective and positive conclusion for the customer and limit liability of MCH, responsible for incident report when required
  • Must become familiar with all properties for guest customer service purposes, meet with on-site office personnel and foster positive working relationships - - -
  • Sales/Ecommerce - Assist Director of Sales
  • Uploading Photos and unit content, coordinating photo shoots etc. - - Assist with social media reviews and or posts Assist with updates in various software systems
  • Owner Services - assist Owner Services Mgr
  • Answer current and potential owner's questions - Prepare Owner contract packages
  • Perform other duties as assigned by VP and/or Manager
    Job Qualifications: - Education
    • High School Diploma or equivalent, some college preferred, Real Estate experience helpfulExperience
      • 3- 5 years experience in hospitality reservations/front office (previous Vacation Rental experience a plus). Must have excellent written and verbal communication skills. -Ability to work with minimal supervision, able to adhere to and enforce company standards, policies, procedures, rules and regulations. Possess a pleasant personality and enjoy working with people. Able to complete special projects as assigned. Able to work with and be part of a team.Licenses/Certifications
        • No real estate sales activity is allowed in this position so as not to create a conflict of interest or alienate real estate agents from referring customers to MCH. Experience with Escapia software a plus but not required. Should be able to use Word and Excel proficiently

          Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.

Keywords: Marriott Vacations Worldwide, Maui , Administrative Assistant, Other , Kihei, Hawaii

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