Coordinator Sales Admin NOA JPN

Job Summary

The Sales Administrator will primarily ensure that sales administration is efficiently completed in line with the processes and policies. This position will ensure quality and compliant processes are adhered to in all areas of contract production, financing applications, payment collection, follow-up, sales status reporting and purchasers’ file maintenance. This position will ensure compliance on document processing, cash management, reporting and work on continual process enhancement at a sales administration level. It is essential for this position to work closely with Marketing & Sales, Quality Assurance, Closing teams to provide quality customer service.

Specific Expected Contributions

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• Contract Creation: Ensure the required documents are received and signed prior to contract creation as per the Standard Operating Procedures.
• Receive and checks for legibility and accuracy of the completed Purchase Summary Worksheet and Contract documents from Sales Associates.
• Follow established operational procedures for Identity Verification and OFAC/CDC/PEP checks as required. Communicate with US MVW Legal Guidance team if further approval is needed.
• Produce prompt and accurate contract documents and provide to Sales Associates.
• Check and print out the lead information from OTM system and enter in TSW accordingly.
• Post Contract Creation:
• Prepares First Day Benefit(FDB) form for every contract and ensure FDB cost is calculated accurately.
• Ensure all approval signatures are obtained before sending contracts for Ready to Close.
• Responsible to scan all Ready to Close contracts to Documentum.
• Ensure all contract documents are reviewed prior to execution and again following execution of the documents.
• Prepare Sales Conversion Report and other necessary documents to send contracts for conversion.
• Responsible to scan the Sales Reconciliation report together with other required documents to Documentum.
• Check and prepare contracts for closing. Run Ready to Close report and submit to Closing team.
• Responsible for assuring all contracts are processed and batched “Ready to Close” in TSW and scanned to Documentum.
• Charging of Payments:
• Deposit
• Alt Use Plus Points
• Pro Rate Maintenance Fee
• Balance Payment
• Need to be familiar with each approved payment methods (credit card, tele-transfer, cheque, 12 months Installment with 0% Interest).
• Verify the payment status with Finance team when payment method is Tele-Transfer and cheque.
• Ensure the payment currency/ amount is accurate and approved by purchaser before charging the transaction.
• Ensure deposit charge happens only after rescission period.
• Update all payments in TSW and in Sales Reconciliation report on daily basis.
• Communicate with Sales Team and Closing team on Ready to Close contracts.
• Contract Cancellation:
• Prepare the Sales Withdrawn Advice(SWA) form for all cancelled contracts and ensure email correspondence is attached.
• Obtain approval signatures from department head before submitting SWA form for refund process.
• Update refund transactions and change contract status in TSW. Then update changes in report.
• Responsible to scan all Cancelled contracts to Documentum.
• Prepare Cancellation report and send to Quality Assurance Manager on monthly basis.
• Update Sales team and Finance team on all cancelled contracts.
• Reacquire Process:
• Complete the reacquire form based on the accurate information of respective contract.

Generic Expected Contributions

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• Perform tasks as assigned, to contribute to team, department and/or business results.
• Ensure quality contract document procedures and suggest improvements.
• Have a thorough understanding and knowledge of the product.
• Ensure contract documentation is accurate and provides correct representation.
• Protect Personally Identifiable Information (PII) as outlined by MVC Policies.
• Perform other duties as appropriate .

Education and Experience

• Candidate must possess at least a Diploma or higher
• Knowledge and experience in Sales Administration is required
• Able to handle a flexible work schedule which will include weekends and nights
• Experience in high volume, fast-paced, results oriented business environments

Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.