Sales Administrator Supervisor

**JOB SUMMARY**

CORE WORK ACTIVITIES

**Generic Expected Contributions**:

- 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.
- Determine validity of contract and contract documents in accordance with established guidelines.
- Respond to internal and external requests for information regarding contract creation process, contract documents, preparing and distributing reports as required to appropriate parties.
- Protect Personally Identifiable Information (PII) as outlined by MVC Policies.
- Perform other duties as appropriate.

**Specific Expected Contributions**:

- Contract Creation Process:

- Ensure the required documents are received and signed prior to contract creation as per the Standard Operating Procedures.
- Ensure the required documents are received and accurate for Encore Package, Preview Package or Rental Rebate Purchaser prior to contract creation as per the Standard Operating Procedures.
- Receive and check for legibility and accuracy of the completed Purchase Summary Worksheet and Contract documents from Sales Associates.
- Follow established operational procedures for Identity Verification and run 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.
- Ensure the correct milestones are updated in Timeshareware (TSW) before and after contract execution.
- Validate financing information received, complete file with required back up verification documentation.
- Responsible to inform Sales Management on any contract related issues.
- Ensure new account is created in Friendshare Apps for FTB main member
- Post Contract Creation:

- Assist to check First Day Benefit (FDB) cost is calculated accurately and exception approval has been requested by Sales Team for any FDB's exceeding Billboard.
- Assist to check whether approval is received for other exception requests (lower PPP, split payment & etc). Follow-up with the Quality Assurance Executive if exception approval is not yet received.
- Ensure all approval signatures are obtained before sending contracts for Ready to Close.
- Responsible to scan all contracts to Documentum once Ready to Close.
- Ensure all contract documents are executed at Point of Sale and ensure documents are completed correctly.
- Ensure Marriott Bonvoy Account is created/updated in TSW for all new purchasers.
- Prepare Sales Conversion Report and other necessary documents to send contracts for conversion.
- 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.
- Communicate with Sales Team and Closing team on Ready to Close contracts.
- Update the daily sales report on any contract changes.
- Charging of Payments:

- Deposit.
- Alt Use Plus Points.
- Pro Rate Maintenance Fee.
- Establishment Fee.
- Exchange Company Dues.
- Balance Payment.
- Need to be familiar with each approved payment methods (credit card, tele-transfer, cheque, CC Terminal for 12 months Installment with 0% Interest, GIRO).
- 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.
- Ensure the payment currency tally with the contract currency.
- Update all payments in TSW and in Sales report on daily basis.
- Ensure there is approval from purchaser/ sales associate whenever there is change of payment date/ credit card details.
- Contract Cancellation:

- Obtain approval signatures from department head before submitting Cancellation Form for refund process.
- Update refund transactions and change contract status in TSW and update changes in report.
- Scan all the supporting documents to SharePoint for SG Finance team reference.
- Responsible to scan all Cancelled contracts to Documentum.
- Ad Hoc Refund
- Obtain approval signatures from department head before submitting Ad Hoc Refund Form for refund process.
- Update refund transactions and update changes in TSW.
- Scan all the supporting documents to SharePoint for SG Finance team reference.
- Weeks Enrollment: (for Points purchase and Encore purchase)
- Ensure the tour sheet is received and signed by purchaser before generating the correct documents from OTM system.
- Monitor the contract status before proceeding with online week enrollment process.
- Ensure week enrollment documents are executed by US team (MVC Pre Contr