Administrative Assistant

Company Description Westgate River Ranch Resort & Rodeo provides you with the unique opportunity to meet and greet with guests who share your enthusiasm for the great outdoors at our authentic Florida dude ranch, which lies on 1,700 beautiful acres overlooking the scenic Kissimmee River and just one hour south of Orlando. Enjoy the surroundings and excitement that our amazing resort offers such as incredible outdoor recreational opportunities, including the River Country Water Park, horseback riding, airboat and swamp buggy rides, trap & skeet range, full‑service marina and award‑winning Saturday night rodeo. As part of Westgate Resorts, recognized by U.S. News as one of the Best Companies to Work For, you’ll be joining a team committed to excellence and creating unforgettable vacation experiences and supporting your career growth where you are or at 60+ resorts across the company. Job Description To receive, track and organize all In-House tours, II/Exchanger tours, etc. Handles customer service inquiries and complaints pertaining to In-House tours. General office duties might include creating and distributing memos, filing, copies. Liaison for reservation issues. Assist Sales Support Director with any administrative duties that are needed. May be responsible for timekeeping if needed. Responsible for payroll for Independent Contractors. Essential duties and responsibilities Maintain Central Filing System – Filing arrival notices after sales rep have signed their slips by tour date Open and close sales floor; send end of day gifting email and sales numbers to Sales Director Updates on arrival reports – run daily arrival reports for In‑House to gather new referral “add‑ons” Distribution of arrival notices – ensure daily proper distribution of arrival notices Customer service – answer phones, respond to sales reps and specialty tours, research information as needed Computer skills – operate a computer and use Microsoft Word and Excel Reports – run all necessary reports such as All Rate Codes, Projection report, Check‑In report Maintain inventory of office and cleaning supplies, request orders, restock when needed Handle all paperwork, admin with HR, Payroll, and Commissions Dept for hiring, transfers, promotions, and terms for IC reps; sign off on PARs and send to Sales Director Update information for IC reps in SAMS and Connie Sharp in Comm. Dept Ensure accuracy, completeness, and timeliness of all duties requested by Sales Support Director Establish procedures that implement operational and departmental policies Print and distribute surveys for In‑House tours, account info for In‑House owners Research commission questions from reps Prepare monthly, weekly, etc. reports and summaries for Sales Support Director as needed Process deals and handle cash/credit card purchase; batch out and settle credit card machine Assign inventory correctly for the purchase of Timeshares Coordinate with Contract through Microsoft Teams to process deals on the back end Close out all tours once completed with correct Sales Manager and Rep Ensure tablet and supply cabinets are locked, lights turned off, and office doors are locked Other duties may be assigned. Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and/or Experience High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience. 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 employees of the organization. Physical Demands While performing the duties of this job, the employee is regularly required to sit. Occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds. Work Environments The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is moderate noise (example: business office with computers and printers, heavy traffic). Additional Information Why Westgate? Comprehensive health benefits – medical, dental, and vision coverage Paid time off – vacation, sick, and personal Paid holidays 401(k) with generous company match Daily pay – access your earnings when you need them Family‑focused benefits – pregnancy, parental leave, and adoption assistance Wellness programs Flexible spending accounts (FSA) Tuition assistance Military leave Employee assistance program Life, disability, accident, critical illness, and hospital insurance Pet insurance Loyalty program – exclusive discounts on hotels, cruises, resorts, restaurants, entertainment, and more Low‑cost gym membership David A. Siegel Legacy Scholarship – up to $40,000 for team members’ dependents Advancement and development opportunities Community involvement – give back 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 View email address on click.appcast.io with the job title and the location of the position for which you are applying. This job posting is intended to provide a general overview of the position and may not include every responsibility, duty, or qualification required. Duties, responsibilities, and activities may change at any time with or without notice. #J-18808-Ljbffr