Field Administration - Assistant Director

The Assistant Director of Field Administration is responsible for working with the Director of Field Administration (DFA), Director of Sales (DOS), Director of Marketing (DOM) and National team in an effort to strengthen the day to day operations, customer experience and internal relations while training to become a future DFA. Helps to drive efficiencies and processes that result in exceptional standards of quality, product and service. ADFA is aligned with site and national goals and has a clear understanding of how he/she impacts the process.

The ADFA position lends directly to a DFA/DSA position within a reasonable timeframe, targeted minimum of 3 months if internal and 5 months if external. ADFA must be willing to relocate with minimal restrictions and be ready for growth opportunities when presented.

Specific Duties, Activities and Responsibilities

•  Assist DFA in leading and directing the onsite sales and marketing administration which includes contract processing, quality assurance, customer service, payroll and all related paperwork processing, accounting premium management, data integrity and reporting.
• Assist DFA with management decisions including recruiting, training, mentoring, scheduling and coaching all admin associates.
• Work with DFA to understand how final hiring decisions are made and what traits and PI profile make the best candidates for various positions.
• Complete Marketing tasks such as CSR’s, Offer, Lead Origin and Sell Vendor Requests. Become familiar with various types of contracts and how they are used. Work with DFA, DOS and DOM in efforts to maximize profits.
• Complete all month-end processes for both Sales & Marketing at least once per quarter. Be engaged in and support all Sales and Marketing initiatives.
• Audit a minimum of 8 closings per month and offer feedback for associates, DFA and National team. 
•  Assist with conducting Payroll and Tour Audits.
• Audit Welcome Center operations with the assistance of the Marketing Admin Manager becoming familiar with all processes including OPC manifesting, allotment management/assignment, check-in and retail sales.
• Participate in the Guest Reception check-in process on a weekly basis.
• Participate in all Director level meetings in order to gain a higher level of understanding as to what is required as a DFA.
• Complete Guest Reception, Welcome Center, QAS, Marketing Admin Manager and Sales Admin Manager training becoming familiar with each area on the checklist.
• Provide monthly follow-ups to VP of Field Administration on progress made.

Job Requirements

• Bachelor's degree preferred; High School or equivalent required.
• 5 to 7 years of progressive experience in office management with proficiency in systems and understanding of human resources, payroll, accounts payable.
• Proven leadership skills. 
• Flexible schedule including regular, on call and weekend hours. 
• 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 all levels of the organization
• Customer service techniques and quality fundamentals. MS Office, Outlook, Word, Excel and Synergy, Internet Explorer, SPI, LSAMS, AS400, Concierge, company’s intranet system and corporate policies and procedures