What are the responsibilities and job description for the Coordinator Contracts position at Hilton Grand Vacations?
With a focus on accuracy, efficiency, and professionalism, the Contract Services Coordinator accepts worksheet submissions from internal customers either in-person or via the Contract Services phone system. Based on the information provided during the submission process, the coordinator generates and processes vacation ownership agreements and related documents. The coordinator also performs back-office duties required to complete the contract lifecycle and provides customer service to internal teams.
Ensures readiness to accept worksheet submissions and questions from internal customers by being available at the assigned work location or on the Contract Services phone system according to the published work schedule. Remains available to accept submissions/questions in-person or via call through the end of the coordinator’s scheduled shift.Prepares, generates, and processes vacation ownership contracts and related documents accurately and in a timely manner within documented performance standards.
Verifies data communicated verbally and entered in various company systems to ensure compliance with company policy.
Obtains credit card authorizations (when needed) and accurately processes payments for various transactions.
Retrieves credit reports for applicable sale types, when needed.
Establishes and maintains the purchaser’s file per documented standard operating procedures.
Reviews signed documents for completeness as needed.
Ensures that all required documentation is organized and scanned according to documented standard operating procedures.
Reviews, sorts, and sends completed files to corporate office according to documented standard operating procedures.
Completes assigned daily activities related to opening and closing procedures.
Coordinates and processes contract rescissions/cancellations, as needed.
When requested, participates in and contributes to special projects and other temporary assignments.
Works closely and maintains a professional relationship with Quality Assurance and Sales personnel to obtain necessary documentation to complete contract files in a timely manner.
Demonstrates ability to expertly respond to challenges, including (but not limited to) occasional imminent deadlines and temporary increases in workload.
Exercises flexibility, composure, and patience when interacting with all coworkers, including those who may not interact with the same level of professionalism.
Actively develops their skills and knowledge for all Contract Services operations.
Maintains proficient knowledge and understanding of Contract Services policies and procedures.
Demonstrates initiative and ability to work independently with minimal direct supervision.
Completes all required training and compliance courses according to communicated deadlines.
Carries out all other reasonable requests by management.
To fulfill this role successfully, you must possess the following minimum qualifications and experience:Â
- Accurate and efficient computer skills. Must be proficient in Microsoft Office.
- Must be able to work a varying schedule, including regular weekends and holidays.
- Must be reliable, have a strong attention to detail, ability to multi-task, ability to work in a fast-paced environment, and must have strong organizational skills.
- High level of professionalism and the ability to effectively lead demanding situations with the highest degree of integrity.
- Strong customer service skills.
- Proficiency in speaking, writing, and reading English.
- 1-3 years of administrative/clerical experience in a professional environment.
- Timeshare/vacation ownership experience.
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