Administration Manager in Williamsburg, VA by Bluegreen Vacations

Date Posted: 11/13/2022

Job Snapshot

Job Description

The Administrative Manager is responsible to oversee administrative functions as related to sales and marketing in ensuring accurate entry and coding of guests, data integrity, premium management, site level accounting functions, payroll, HR and reporting as required. Responsible to ensure adherence with established company guidelines. Drives processes that result in exceptional standards of quality production and customer service. For sites Level 1-3, the Admin Manager also oversees Guest Reception including hiring, training, mentoring and performance management.

Responsible for the management of administrative support in sales and marketing as defined below.

MANAGEMENT

  • Responsible for the recruiting, screening/interviewing, and making recommendations to the Director of Field Administration (DFA) for potential administrative support associates.
  • Responsible for training and conducting/assisting with disciplinary action and terminations as directed by DFA for all Admin Associates.
  • Must keep records and back-up for associate’s performance and make DFA immediately aware of any challenges.
  • Responsible for the day-to-day management of all administrative staff.
  • For sites Level 1-3 the following Guest Reception areas also apply:
    • Responsible for recruiting, hiring, training, ongoing coaching, and day-to-day management of Guest Reception.
    • Handle escalations including NQ’s and challenges in closing as needed reporting any violations to the DFA and Directors of Marketing and Sales (DOM/DOS).
    • Monitor Guest Receptionist to ensure policies are being followed and Guests/Owners receive the best experience possible.

ACCOUNTING

  • Responsible for timely and accurate payment of all Accounts Payable for Marketing and Sales, including voucher preparation and tracking.
  • Month end processes and review of financials to ensure accuracy.
  • Vendor payroll, including collection of negative balances.
  • Hotel, premium and miscellaneous accruals.
  • Vendor payable reconciliation.
  • OPC/IH Deposit Collection and Reconciliation.

PAYROLL & EMPLOYMENT DOCUMENTATION

  • Recruits, screens, hires, and trains admin associates and where applicable, Guest Reception; assist DOM with Welcome Center training and auditing
  • Payroll for Sales and Marketing, including commissions/bonus submission, also serve as liaison for Corporate Payroll.
  • Depending on site size, Admin Manager may be responsible for new hire orientations and paperwork, status changes, terminations, benefit enrollments and serve as corporate’s contact for any other general employment requests.
  • Scheduling of administrative support associates for adequate coverage without overtime.
  • Ensure Systems Access Forms for terminated associates are submitted in a timely fashion.

PREMIUM MANAGEMENT

  • Weekly orders to maintain sufficient quantity, security, disbursements, weekly/monthly counts, and reconciliation.
  • Monitoring and Auditing Premiums
  • Ensure accurate retail prices and maintain master listing of all premiums.

REPORTING

  • Various BI or Concierge reporting as required by management.
  • Complete reports for Sales as required such as the Cash, PAC, TPAC and QAS MER Reports.
  • Ensure data integrity in all areas of marketing administration to provide accurate, efficient reporting.

CONTRACT/CSR/CODING

  • Preparation and tracking for approval and expiration of all CSRs, Coding Requests, Business Plans and Appropriation Requests after DOM delivers the completed contract.
  • Guides and tracks approvals for all above through National Sales and Legal to help implement any new programs or renew existing premiums and contracts.

CONCIERGE

  • Maintain all offers, tour/hotel/welcome center allotments, retail items, hotel costs, vendor costs as defined by approved contracts/agreed upon allotments by DOS/DOM.
  • Preparation of all required reports from Concierge.
  • Reconciliation of prepaid and AP premium inventory.
  • Hotel reconciliation and accruals.
  • Payroll reconciliation for OPC, In-house & Retail sales.
  • Auditing, tour reconciliation and monitoring tour reception activities.
    • Update IDs of Telemarketer, OPC, Verifiers and other IDs as applicable.
    • Premium Inventory Management System maintenance. Build banks for new locations, add, transfer & distribute inventory.

COMPLIANCE

  • Work with DFA, DOM, DOS, Welcome Center and Guest Reception Managers/team to ensure all SOPs are adhered to.
  • Work with DOM, DFA, Welcome Center manager and Guest Reception Manager as necessary to train Tour Desk and Welcome Center associates in systems/SOPs.
  • Ensure policies and procedures are followed and policy waiver is utilized when DOM/DOS authorizes an exception.
  • Conduct Site Level Admin audits to ensure SOP’s are following and coding guidelines are adhered to.
  • Track and maintain business licenses, real estate licenses as applicable, and all federal/state mandated postings.

QUALITY ASSURANCE

  • Responsible for assisting the Director of Field Administration in overseeing and supervising the day to day operation of the Quality Assurance Specialists along with training and performance management.

SALES ADMIN

  • Responsible to handle escrow and Sampler accounts ensuring deposits and refunds are handled per standard procedure.
  • Assist DFA with volume bonus for sales associates.

OTHER

  • Work to resolve customer service issues expeditiously and with guidance of DFA/DOM/DOS.
  • Ensure Customer Information Security policies are adhered to, monitored, and enforced for compliance and sales administration purposes.

JOB REQUIRMENTS

  • College strongly preferred. High school diploma or equivalent required
  • 1-year management experience preferred. Previous experience in Bluegreen sales & marketing environment beneficial.
  • HR, Kronos, Concierge, BI, Welcome Center and Front Desk procedures. Customer service and quality fundamentals, MS Office components.
  • Detailed-oriented with strong analytical and problem-solving skills, strong ability to think strategically and analyze information timely and accurately, strong interpersonal communication skills to deal effectively with owners, guests, and all levels of the organization

At Bluegreen Vacations, the health, safety and wellbeing of our associates, owners and guests are a top priority. In order to comply with state and local COVID-19 mandates, and in alignment with the most recent CDC guidelines, we have implemented various safety protocols within our operations, such as wearing masks and conducting temperature checks and health screenings for our associates. We promote fresh air and good hygiene, take great care to properly clean and sanitize our facilities, and offer associate benefits such as paid vacation and sick time, and paid time off to get your COVID-19 vaccine. We are all in this together!

Our goal is to improve the quality of work/life by providing equal employment opportunities for all candidates and team members. Bluegreen Vacations Corporation believes that diversity and inclusion is critical to our success, and we seek to recruit, develop and retain the most talented people from a broad candidate pool. We are a drug-free workplace, and if offered employment, candidate must be willing to submit to a background check/drug test. EOE/DFW

Other details

  • Job Family : Sales Operations/Administration
  • Job Function : Merit Only
  • Pay Type : Salary
  • Required Education : High School