Administrative Assistant

Westgate River Ranch Resort & Rodeo provides you with the unique opportunity to meet and greet with guests who share your enthusiasm for the great outdoors at our authentic Florida dude ranch, which lies on 1,700 beautiful acres overlooking the scenic Kissimmee River and just one hour south of Orlando. Enjoy the surroundings and excitement that our amazing resort offers such as incredible outdoor recreational opportunities, including the River Country Water Park, horseback riding, airboat and swamp buggy rides, trap & skeet range, full-service marina and award-winning Saturday night rodeo. 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

To receive, track and organize all In-House tours, II/Exchanger tours, etc. Handles customer service inquiries and complaints pertaining to In-House tours. General office duties might include creating and distributing memos, filing, copies. Liaison for reservation issues. Assist Sales Support Director with any administrative duties that are needed. May be responsible for timekeeping if needed. Responsible for payroll for Independent Contractors.

Essential duties and responsibilities include, but not limited to, the following.

• Maintain Central Filing System - Filing arrival notices after sales rep have sign their slips by tour date
• Open and Close sales floor; Sending out end of day gifting email and sales #’s for that current day to Sales Director

• Updates on arrival reports - Running arrival reports for In-House on a daily basis in order to get the information new referral "add ons"

• Distribution of arrival notices - the proper distribution of the arrival notices on a daily basis

• 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 repoort

• Maintain inventory of supplies for the office and cleaning, send requests for orders to the designated purchaser; restock when necessary

• Handle all paperwork, admin, etc through HR, Payroll, and with Commissions Dept for Hiring, Transfer, Promotion, and terms for IC reps. Sign off on PARs and send to Director of Sales to sign off on PARs. Liaison for HR: Hiring, Terms for IC reps, contracts for reps, PARs for reps, etc.

• Update information for IC reps with SAMS and Connie Sharp in Comm. Dept

• Ensure accuracy, completeness, and timeliness of all duties requested by Sales Support Director

• Establish procedures that implement operational and departmental policies

• Print and distribute survey’s for In-House tours, account information for In-House owners

• Research commission questions from reps

• Prepare monthly, weekly, etc. reports and summaries for Sales Support Director as needed

• Processing deals and handling cash/credit card purchase as well as batching out and settling credit card machine

• Assigning inventory correctly for the purchase of Timeshares

• Coordinate with Contract through Microsoft Teams to process deals on the back end

• Closing out all tours once completed with correct Sales Manager and Rep

• Make sure tablet and supply cabinets are locked, lights turned off and office doors are locked

Other duties may be assigned.

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

High school diploma or general education degree (GED);or one to three months related experience and/ or training; or equivalent combination of education and experience.

Language Skills

Ability to read and comprehend simple instructions, short correspondence, and memos.  Ability to write simple correspondence.  Ability to effectively present information in one-on-one and small group situations to customers, clients and other employees of the organization.

Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's.

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to sit. Occasionally required to stand and walk.  The employee must occasionally lift and/or move up to 10 pounds.

Work Environments The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  The noise level in the work environment is moderate noise (example: business office with computers and printers, heavy traffic.)

Why Westgate?

• Comprehensive health benefits – medical, dental and vision
• Paid Time Off (PTO) – vacation, sick, and personal
• Paid Holidays
• 401K with generous company match
• Get access to your pay as you need it with our Daily Pay benefit
• Family benefits including pregnancy, and parental leave and adoption assistance
• Wellness Programs
• Flexible Spending Accounts
• Tuition Assistance
• Military Leave
• Employee Assistance Program (EAP)
• Life, Disability, Accident, Critical Illness & Hospital Insurance
• Pet Insurance
• Exclusive discounts for Team Member (i.e., hotels, cruise, resorts, restaurants, entertainment, etc.) 
• Advancement & development opportunities
• Community Involvement Programs

Westgate Resorts is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status or any other protected status under federal, state or local law. If you have a disability and believe you need a reasonable accommodation in order to complete your application or any part of the recruiting process, please email [email protected] with the job title and the location of the position for which you are applying.

Why Westgate?  

• Comprehensive Health Benefits – Medical, Dental, and Vision Coverage
• Paid Time Off – Vacation, Sick, and Personal Time to Recharge
• Paid Holidays
• 401(k) with Generous Company Match to Support Your Future
• Daily Pay – Access Your Earnings When You Need Them
• Family-Focused Benefits – Pregnancy, Parental Leave, and Adoption Assistance
• Wellness Programs to Support Your Well-Being
• Flexible Spending Accounts (FSA)
• Tuition Assistance to Help You Grow Your Career
• Military Leave
• Employee Assistance Program (EAP) – Support When You Need It Most
• Life, Disability, Accident, Critical Illness, and Hospital Insurance
• Pet Insurance for Your Furry Family Members
• Loyalty Program – Exclusive Discounts on Hotels, Cruises, Resorts, Restaurants, Entertainment, and More
• Low-Cost Gym Membership
• NEW! David A. Siegel Legacy Scholarship – Up to $40,000 for Team Members’ Dependents
• Career Growth and Advancement Opportunities
• Community Involvement – Give Back and Make an Impact

Westgate Resorts is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status or any other protected status under federal, state or local law. If you have a disability and believe you need a reasonable accommodation in order to complete your application or any part of the recruiting process, please email [email protected] with the job title and the location of the position for which you are applying.

This job posting is intended to provide a general overview of the position and may not include every responsibility, duty, or qualification required. Duties, responsibilities, and activities may change at any time with or without notice.