Admin Assistant Design & Construction
Marriott Vacations Worldwide - Orlando, FL

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Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update records, files, reservations, and answer inquiries from guests. Transmit information or documents using a computer, mail, or facsimile machine. Operate standard office equipment other than computers. Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software. Handle incoming and outgoing mail, including date stamping and distributing incoming mail. Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc. Compile, copy, sort, and file records of office activities, business transactions, and other activities. Enter and locate work-related information using computers and/or point of sale systems.
Follow all company policies and procedures, ensure uniform and personal appearance are clean and professional, maintain confidentiality of proprietary information, and protect company assets. Welcome and acknowledge all guests according to company standards, anticipate and address guests' service needs, assist individuals with disabilities, and thank guests with genuine appreciation. Speak with others using clear and professional language, prepare and review written documents accurately and completely, and answer telephones using appropriate etiquette. Develop and maintain positive working relationships with others, support team to reach common goals, and listen and respond appropriately to the concerns of other employees. Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance. Perform other reasonable job duties as requested by Supervisors. Required 5 to 7 years’ experience working in an administrative role with high proficiencies in working with Word, Excel, PowerPoint and Outlook.

Duties for Part-time Renovation Services Administrative Associate

· Process FedEx, Triangle Reprographics and Courier invoices through the People Soft accounts payable system

· Prepare and send packages via FedEx or other courier services as applicable

· Contractor/Consultant Insurance Certificate Processing

o Request and Obtain Certificates of Insurance from Contractors & Consultants

o Utilize MVW Insurance Certificate Checklist for verification

o Follow up as necessary to obtain corrected information

· Revisions and Additions to FF&E Specification Binders due to selection changes, additional scope items or corrections to existing specifications for furniture, fixtures and equipment.

· Copying & Scanning

· Set and Confirm Meetings via Outlook Invitations

o Verify availability of meeting facilities, telephone conference systems and coordinate meeting date/time with the schedules of required attendees.

o Track response to invitation and keep record of responses from required attendees

o Cancel and reschedule meetings when necessary

· Make Travel Arrangements for Senior Director and Regional Directors

o Utilize Cliqbook Travel system or book directly with airlines

o Secure and verify lodging and rental car needs

· Assist with preparation of Power Point Presentations

o Presentations to resort Condominium Owner Associations/Boards of Directors

o Design Review Presentations for MVW, MORI & Marriott International

o Presentations to Resort General Managers and Staff

o Presentations for Department Functions and Associate Updates

· Internal MVW document delivery & tracking

o Routing and delivery of contracts/agreements for required MVW approval process

o Keep track of documents routing through the approval & signature process for expediting completion

· Create and Maintain Project Binders for Sr. Director and Regional Director :

Submittal Log Binder

Project Correspondence Binders

Binders for Insurance Certificate Records

Binders for signed agreement originals

Includes preparation of cover sheets, binder spine labels, table of contents, labeled divider tabs

Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.

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