Marketing Office Manager

Job Description

Job Description

TITLE: Office Manager

CATEGORY: Exempt

REPORTS TO: Senior Manager, Marketing Administration

WHO WE ARE

Spinnaker Resorts develops, markets and provides property management for 12 resorts that offer different experiences, as each location has unique topography and local flavor. From the low-key coastal paradise of Hilton Head Island, South Carolina, to the sunny shores of Ormond Beach, Florida, to the neon and natural draw of the Ozarks in Branson, Missouri, or to the historical charm of Williamsburg, Virginia – Spinnaker Resorts has developed resorts that our owners and guests love to return to after previously experiencing vacation days filled with leisure and exploration.

An award-winning vacation ownership company, Spinnaker Resorts offers a variety of opportunities for talented individuals who seek a rewarding career in helping make vacation ownership dreams come true. What makes us memorable, in addition to our excellent quality accommodations, amenities and property management, is our company’s exceptional customer service and dedication to our owners and guests.

As we continue to expand our operations, consider starting a career with a company made up of over 600 industry professionals dedicated to one common goal: providing our owners and guests with the most extraordinary vacation experience possible.

Click here to meet the Spinnaker Family! Testimonials from team members from various locations and roles. Could you see yourself joining our team?

JOB DESCRIPTION SUMMARY

The Office Manager is responsible for daily office operations at the Welcome Center and Preview Center.

RESPONSIBILITIES

• Responsible for schedules and staffing for Welcome Center (including confirmation calls), Tour Desk, and Food and Beverage staff.
• Provide support to the Welcome’s center and tour desk when necessary.
• Responsible for enforcing all policies and procedures related to maintaining a professional work environment.
• Assist with Welcome’s Center and Tour Desk check-ins as necessary.
• Provide communication to staff and other departments as needed as related to tour allocation availability, tour times and schedule adjustments.
• Oversee manifesting of tours into CRMS/SPI in a timely manner.
• Oversee daily audit of CRMS/SPI entry related to mini vacs/other sources.
• Oversee employee and vendor check distribution and tracking.
• Supplies/Uniform inventory management and ordering responsibility for all TD/VC locations.
• Communication with breakfast/lunch locations re: sales floor schedule and order quantities.
• Oversee certificate collection from local vendor partners (restaurants, attractions, ticket sales, hotel).
• Communicate with all hotel managers on a weekly basis to resolve customer issues, etc.
• Order and manage inventory for tour gifts and referral gifts (wine, etc.).
• Manage process for creating/printing all promotional materials.
• Oversee procedures, production and advertising materials for marketing programs (Explore magazine, etc.).
• Review daily tour sheets for accuracy as well as to ensure that all tours are appropriately qualified or not qualified.
• Manage local confirmations department.
• Manage daily gifting, no show gifting and pre gifting reports.
• Manage CRMS reports such as demographics by vendor, ticket sales tracking, etc.
• Update and distribute weekly certificate tracking report.
• Update and distribute direct vendor reports as needed.
• Review all tour desk, welcome center, gifting and local confirmations reports for accuracy.
• Contact person for HR related to all new hires and managing existing Marketing employee files.
• Assist in coordinating special events, road shows and other marketing campaigns as needed.
• Managing Ticket Sales at both Welcome Center and Tour Desk including monies collected.
• Performing other related duties & special projects as requested by upper management.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

• Bachelor’s Degree preferred.
• Proven experience as an Office Manager, Front Office Manager or Administrative Assistant for 3 plus years.
• Occasional overnight travel may be required.
• Ability to establish priorities, work independently, and proceed with objectives.
• Ability to handle and resolve recurring problems.
• Ability to communicate effectively, both orally and in writing.
• Excellent computer skills to include Microsoft Office
• Excellent written and verbal communication skills.
• Attention to detail, process driven, well organized.
• Ability to train, educate and motivate staff.
• Experience in Marketing and/or Event Planning.
• Strong leadership, analytical and strategic planning skills.

OPTIONAL SKILLS A PLUS

• Knowledge of Spinnaker Resorts and or timeshare industry

WORKING CONDITIONS AND ENVIRONMENT

Physical Demands:

Primary functions require sufficient physical ability and mobility to work in a front desk setting; to stand for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull up to 30 pounds of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate information.

Vacation:

Vacation is generally unavailable during peak time;

Memorial Day through Labor Day

Working Conditions:

Full time position (40+ hours per week);

Varied work schedules to include; evening, holiday, and weekend hours.

Environment:

Work is performed primarily in a fast-paced environment with frequent interruptions.

BENEFITS (if eligible)

• Weekly Pay and Direct Deposit
• Health Insurance (Medical/Vision/Dental)
• Company-Paid Life Insurance
• Paid Time Off (PTO) Program
• Paid Vacation and Holiday Pay
• 401 (K) Retirement Plan with a Company Match (based on eligibility)
• Employee Wellness Programs
• Fitness Center Reimbursement
• Ongoing Professional Development Opportunities
• Employee Family & Friends Discounted Stays
• Various Employee Discounts (Local Businesses and National Retailers)
• Employee Recognition and Appreciation Events (Annual Employee Picnic & Holiday Party)
• Company-Supplied Uniforms and Equipment (Applicable Positions)
• Flexible Work Schedules