Job: Sales Administrative Assistant

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Jobing Description

JOB SUMMARY:
The Sales Administrative Assistant is responsible for all support functions for the sales and training departments.

ESSENTIAL FUNCTIONS & RESPONSIBLITIES:

* Handles all incoming phone calls for resource center, sales training and related departments when needed.
* Provides information about sales training programs and initiatives.
* Provides administrative support to the department directors and any onsite trainers.
* Creates and formats training materials and job aids; proofreads to ensure a professional and error free product.
* Performs all office clerical duties for department, including workshop announcements, monthly and quarterly reports and daily correspondence.
* Tracks and reports on participant enrollment information, workshop evaluations, financial spending, and training schedules.
* Maintains proper inventory control of all training materials: tracks existing materials, forecasts needed supplies for upcoming workshops, and tracks department spending.
* Tracks expenditures, submits invoices for payment, and provides monthly summary reports on department expenditures.
* Coordinates the set up, breakdown, and communications for all training programs, including material collation, room scheduling, room set up and tear down, and any food/ beverage or equipment requests; tracking of participants.
* Models positive customer service with internal and external guests.

OTHER DUTIES:
* Must follow all company policies and procedures at all times
* Other duties as assigned

Skills / Requirements

POSITION QUALIFICATIONS/REQUIREMENTS:

* MUST have administrative support experience in sales, timeshare sales experience highly preferred.
* Must have excellent command of Microsoft Office software Word, Excel, PowerPoint, Publisher, Photoshop, Outlook
* Excellent English grammar and spelling ability, high document error detection including proofreading skills of written materials required. Excellent written and oral communication style.
* Professional word processing skills required to prepare memos, letters, questionnaires / surveys, statistical tables, budget and expense reports, technical reports, tracking reports, training manuals, communication center articles, event flyers, program presentation materials
* Compose correspondence: E-mail reminders about department events, monthly calendars, program calendars.
* Record keeping - resort education and learning: training acknowledgements, resort safety recertification acknowledgements, resource sign-out log, previews tracking log, associate workshop attendance and evaluations, 90 day training tracking, including other Program Participation Logs for all Resort Programs.
* Preparing reports: such as budget or expense reports.
* Layout and proof monthly and quarterly reports and budget forecasts, requiring quality presentation and accuracy.
* Compile numbers from program tracking and present to department director for review.
* Excellent problem-solving skills, initiative, and the ability to think creatively.
* Effective office systems implementation and workshop coordination rely on their ability to meet challenges "head on" at a moment‚s notice and to display good judgment and organizational sensitivity.
* Because of the diversity of the job duties and multiple daily projects, it is also important that this individual has the ability to plan and organize with great attention to detail.
* Demonstrated ability to manage projects from conception to completion
* Effective oral and written communication skills
* Ability to work under pressure with multiple projects and deadlines
* Ability to effectively prioritize workload and manage changes in direction
* Strong customer service orientation
* Experience working in a team-oriented, collaborative environment
* Must be flexible to adapt to varying job duties and priorities
* Minimum High School diploma and prior experience in a general office environment.


EOE M/F/D/V