Company Description
$21 – 22 / hour
ABOUT WESTGATE RESORTS
Westgate Resorts provides a diverse range of vacation experiences. From sandy beaches on the Atlantic Ocean to snow-covered Utah mountains, families can affordably experience the country’s most desirable vacation destinations. A world leader in the timeshare and hospitality industry, Westgate has resorts in Florida, Tennessee, South Carolina, Missouri, Utah, Nevada, and Arizona. Westgate meets every vacation expectation, for every family, for every budget. As we continue growing, we will continue offering the best and most-affordable vacation options out there!
Job Description
The Administration Coordinator will be responsible for providing process support to our internal and external clients for supplier registrations and the license renewals. The individual must have strong written and oral communication skills, and reporting skills along with the ability to communicate and execute tasks in a fast-paced team environment. This position will focus on business needs supporting our customers, stakeholders, and business partners, organization, and project management for the Procurement Department as it pertains to supplier registration / licensing. This role which involves monitoring project plans along with organizing and participating in related project meetings and ensuring that project deadlines are met in a timely manner.
To perform this job successfully, an individual must be able to perform each essential duties and responsibilities satisfactorily. Additionally, the person must possess and adhere to the following core company values:
- Integrity
- Passion
- Work Ethic
Essential Duties and Responsibilities
- Assisting with preparing documents and reports related to supplier registration, licensing and contract repository.
- Documentation of action items and decisions from meetings
- Providing administrative support as needed, supplies, materials, equipment, etc.
- Assist with preparing long-term and one-time supplier registrations.
- Assist with monitoring maintaining active certificates of insurance.
- Ensure all suppliers have provided required proof of insurance.
- Evaluate insurance certificates for proper coverage and verbiage, as required.
- Assist with preparing daily report of purchasing holds related to expired insurance coverages.
- Update and upload received certificates of insurance in Fusion.
- Update and upload license, receipts, and payments in Licensing software
- Monitor department email inbox for supplier forms and related communication.
- Assist with the coordination of new suppliers for registration.
- Assist with communication of supplier partnership requirements.
- Assist with reviewing and validating supplier documentation received.
- Assist with the distribution of supplier registration information to internal departments for review and approval.
- Assist with providing support as needed for KPI reporting and scorecards.
- Manages and maintains multiple spreadsheets containing large datasets.
- Assist stakeholders and partners and coordinate details for various special projects related to supplier registration and license renewals.
- Must comply with all CFI policies and procedures.
- Must represent Westgate Resorts in a professional manner through appearance, dress, and professional behavior at all times, as dictated in the Associate’s Handbook.
- Must work diligently to gain knowledge and experience to execute the role to its full potential.
- Other duties as assigned by leadership.
Qualifications
Requirements
- College Degree in hospitality related field or related work experience
- Proficiency with Microsoft Excel, Word, Outlook, PowerPoint, Access, Schedule, Adobe
- Strong analytical, problem-solving, organization, critical thinking, and time management skills
- Knowledge and understanding of finance, budgeting, P&L
- Desire to be proactive and create a positive experience for others.
- Exceptional verbal, written and presentation skills with attention to detail and quality.
- Very organized with an ability to work in a high stress, fast-paced environment to help maintain all project information and documentation.
- Must be able to multi-task and prioritize work with team members.
- May manage multiple tasks on multiple projects including creating and implementing project timelines, answering customer requests, printing and/or creating training materials, data entry, scheduling meetings and conducting training sessions.
Physical Demands
The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The team member must occasionally lift and/or move up to 10 pounds.
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 team members of the organization.
Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Reasoning Abilities
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to define problems, collect data, establish facts, and draw valid conclusions.
Work Environment
The majority of the work involved in this position will be conducted from an office or other field office.The work environment characteristics described here are representative of those a team member encounters while performing the essential functions of this job.
Additional Information
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 WGAccommodations@wgresorts.com with the job title and the location of the position for which you are applying.