Under supervision, the Tour Coordinator graciously welcomes and checks-in clients arriving for a sales presentation and at the conclusion of the Vacation Ownership presentation (tour). This position coordinates the sales line (rotor), properly assigns clients to Vacation Counselors and updates tour information.
ESSENTIAL JOB FUNCTIONS
Prepares for scheduled tour arrivals through the preparation of survey sheets. Ensures owner information has been prepared in advance, and notes available vacation counselors on rotor for client assignment.
Identifies which clients provided a "good faith deposit" and processes upon checking-in for the tour.
Warmly and sincerely welcomes and greets clients for tour.
Obtains necessary information from clients to ensure accurate segment assignments.
Correctly assigns clients to appropriate vacation counselor based on specific type/rotor.
Prepares clients booked vs. showed reports for each wave in an accurate and timely manner.
Updates tour information into Atlas and Clarity specifically through check-in, vacation counselor assignment, tour credit, etc.
Verifies tour information in Atlas is correct through the process of running reports and verifying data.
Researches and prepares tour information for the following four (4) days based on wave, tour type, and sales vacation counselor pre-assignment. Updates and distributes report twice daily.
Prepares gifts while the clients are on tour (verify which clients showed for their tour).
Answers client inquiries and resolves any gifting issues.
Sells and/or schedules additional activities as requested by the client.
Inputs gifting/tracking information in the computer database (Atlas, Clarity & MS Excel logs).
Conducts gifting inventory twice daily (at start of first shift and end of shift close).
Inputs final check-out information into the computer database (Atlas).
Compiles closing information (check-out time, takeover, dominant buying motive, Sampler presented/purchased, etc.) as required.
Prepares any extra gifts per sales manager (First Day Incentive, Diamond Experience Package, and enter information into computer database.
Answers telephones, files documents, operates office machinery (i.e., computer, copy machine, fax machine) and perform general clerical duties.
Performs miscellaneous data entry and document preparation in support of other departments.
Responsible for completing all required company training and compliance courses as assigned.
Adhere to company standards and maintains compliance with all policies and procedures.
Perform other related duties as assigned.
A minimum of one (1) year of experience in hospitality, client/guest services, or administrative support required.
No supervisory experience required.
LICENSE & CERTIFICATIONS
SKILLS & ABILITIES
This position requires the capability to understand and follow both oral and written directions as well as knowledge and usage of correct business English and office practices. Must be able to communicate effectively with others, analyze and resolve problems, maintain effective working relationships, and interact successfully with internal and external customers.
Specific skills and abilities include, but are not limited to the following:
Computer proficiency in Microsoft Word, Excel and Outlook.
Ability to operate general office machinery (i.e. computer, copy machine, fax machine, etc.).
Excellent customer service skills.
Excellent time management skills, including the ability to organize and manage multiple priorities.
Ability to take initiative and effectively adapt to changes.
Ability to establish and maintain cooperative working relationships with internal and external customers.
Ability to interpret and create spreadsheets.
Able to use sound judgment; work independently, with minimal supervision.
Strong analytical and problem solving skills.
Able to perform a variety of duties, often of a different nature changing from one task to another, with impending deadlines and/or establish timeframes.
Performs well with frequent interruptions and/or distractions.
Basic mathematical skills, including the ability to calculate percentages and discounts.
Accurate cash handling skills (the ability to count currency, make and count back change).
Must be able to work a flexible schedule: including nights, weekends, holidays, approved overtime and alternative schedules or shifts as requested by Management.
Diamond Resorts Corporation