Job Description

Process contracts accurately by entering information into appropriate system. Ensure that signed contract paperwork is accurate and contains all necessary information and documentation. Identify available inventory based on potential owners' needs and preferences (view, season, first-year occupancy) by checking information in appropriate software. Advise Sales team on issues related to ownership contracts (e.g., titles, financing, pre-approval). Respond to Sales team requests related to contract status, such as additional information required, follow-up needed, or tracking. Enter, retrieve, reconcile, and verify information (e.g., commissions, leads, third parties) in software involved in the sales process. Prepare sales-related documents throughout the sales process (e.g., proposals, contracts, or banquet event orders). Perform general office duties (e.g., filing, sending emails, typing, faxing, and copying).

Follow all company safety and security policies and procedures; report accidents, injuries, and unsafe work conditions to manager. Follow all company policies and procedures; maintain confidentiality of proprietary information; protect company assets. Anticipate and address owners’ service needs. Develop and maintain positive working relationships with others; support team to reach common goals; listen and respond appropriately to the concerns of other employees. Ensure adherence to quality expectations and standards; identify, recommend, develop, and implement new ways to increase organizational efficiency, productivity, quality, safety, and/or cost-savings. Enter and locate work-related information using computers. Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance. Perform other reasonable job duties as requested.

Contract Processing

• Process contracts accurately by entering information into appropriate system (e.g., Universe/Unifipro).

• Perform required Know Your Customer procedures, and complete any necessary follow through with law department to ensure compliance with company policy

• Access customer credit file to validate availability of financing programs

• Process customer downpayments via Cyber Source system, ensuring all customer PII is properly secured and maintained

• Complete and send series of DocuSign envelopes in prescribed order to ensure efficient delivery and compliance

• Ensure that signed contract paperwork is accurate and contains all necessary information and documentation when returned from customer.

• Identify available inventory based on potential owners' needs and preferences (view, season, first-year occupancy) by checking information in appropriate software (e.g., SOLAR).

• Advise Sales team on issues related to ownership contracts (e.g., titles, financing, pre-approval) at the time worksheet is received.

• Respond to Sales team requests related to contract status, such as additional information required, follow-up needed, or tracking.

• Enter data in appropriate spreadsheets to ensure accurate tracking against company SLA

Office Equipment

• Transmit information or documents using mail, scanner, facsimile machine, DocuSign , email.

• Operate standard office equipment other than computers such as telephone, typewriter, scanner, fax, photocopier, calculator, and electronic peripherals.

• Keep office equipment in working order and contact service representatives to correct problems with office equipment, including following-up so that problem is corrected.

• Maintain office areas (e.g., cubicles, storerooms, conference rooms, etc.), including calling housekeeping and maintenance when needed.

Computers/Software

• Use multiple computer systems and software packages to input, access, modify, store, or output legal documents and correspondence with co-workers, management and customers.

Communication

• Monitor and respond to inbound customer, client, and property communications via email, voice mail, etc. in a timely manner

• Speak to customers and co-workers using clear, appropriate a+nd professional language.

• Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to maintain accuracy and completeness.

• Talk with and listen to other employees to effectively exchange information.

Working with Others

• Support all co-workers and treat them with dignity and respect.

• Handle sensitive issues with employees and/or guests with tact, respect, diplomacy, and confidentiality.

• Partner with and assist others to promote an environment of teamwork and achieve common goals.

Physical Tasks

• Enter and locate work-related information using computers.

• Read and visually verify information in a variety of formats (e.g., small print).

• Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance.

Policies and Procedures

• Maintain confidentiality of proprietary materials and information.

• Protect the privacy and security of customers and coworkers.

• Follow company and department policies and procedures.

• Perform other reasonable job duties as requested.

Analytical Skills

• Computer Skills

• Learning

• Arithmetic Computation

Interpersonal Skills

• Teamwork

• Interpersonal Skills

• Diversity Relations

Communications

• Applied Reading

• Listening

• Communication

• Writing

• English Language Proficiency

Personal Attributes

• Integrity

• Stress Tolerance

• Dependability

• Adaptability/Flexibility

• Presentation

Organization

• Detail Orientation

• Multi-Tasking

• Time Management

Physical Abilities

• Visual Acuity

• Education - High school diploma/G.E.D. equivalent

• Related Work Experience - 6 months related experience.

• Supervisory Experience - No supervisory experience is required

• Certification-Notary Public

Hyatt Vacation Ownership is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.