Administrative Assistant

Westgate Resorts - Gatlinburg, TN (30+ days ago)3.7


*Must be able to work weekends and holidays
*Must be able to work flexible work hours, including some evenings

*Must be comfortable working in a fast paced environment

Administrative Assistant – In House

As the In House Administrative Assistant, you will work in a high-energy, fast paced environment, and will be responsible for numerous duties to include: Liaison for Reservations, VIP, Guest services, and Survey office for all Hooked tours. You will also be responsible for Receiving, tracking, and organizing all Hooked Tours, Exchange Tours and In House Hook Tours.

Our Company Benefits:

By providing a variety of benefits, discounts, development opportunities and support, Westgate Resorts partners with you to make your career a positive and rewarding experience. We offer a wide range of benefits including medical, dental, vision, life, disability, critical illness and accident insurance. We value you by providing a comprehensive wellness program to support you in living a fulfilling and rewarding life at work and at home. So that you can enjoy retirement as much as you enjoy working at Westgate, we match your 401(k) contributions at 100% up to 4%.

Your Core Responsibilities:

  • Prepare vouchers for all hooked tour programs
  • Receive, track, and organize all tours and confirmation letters and distribute to survey office, check-in, and team member responsible for add -ons
  • Prepare weekly and monthly reports and summaries for upper management. Issue and track vouchers for Smokehouse Grill and Serenity Spa
  • Handle customers inquires and complaints pertaining to Hook tour program.
  • Able to determine ticket prices and gifts for each program
  • Research, print, and prepare sales representatives weeks, VOAs, and owners from previous years
  • Research, print, and prepare orphan weeks, VOAs, and owners so that we are able to give them out on phone night
  • Prepare folder for IH manager including all information needed to have a successful phone night

General Office Duties:

  • Creating spreadsheets and memos as needed
  • Fax, File, and make copies
  • Able to utilize Email and Internet
  • Email for supervisors as needed
  • Assigning lockers and distributing golf cart keys
  • Working with contracts to acquire Half and Spiff checks
  • Logging and handing out Half, Spiff, and Pay checks
  • Proficient in Microsoft Applications
  • Present reports and summaries to Upper management
  • Assist or Cover for another Administrative Assistants duties ( VOAs, own. referrals, etc.)
  • Complete Attendance sheet for upcoming week
  • Input 30day/60day/90day rep stats & YTD information for Help meeting
  • Phone contact with reservations, VIP, survey office, and guest relations
  • Able to answer Reps questions and inquires accurately
  • Keep track of running spiffs

Candidate Qualifications:

High School Diploma (GED) or equivalent is preferred

Six months to one year of administrative experience

Proven ability to read, analyze, and interpret general business documents

Proven ability to create reports, business correspondence, and procedure manuals

Desired Computer Skills:

Proficient in Microsoft applications

Excel able to create spreadsheets, apply formulas, and customize cells for specific needs

Word able to create memos, phone lists, and misc. forms as needed

Publisher able to make creative flyers for upcoming spiffs or events

Able to navigate reports and information on customers accounts

The Work Environment:

The work environment characteristics described here are representative of those a team member encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is moderate noise (example: business office with computers and printers, heavy traffic.)

About Our Resort:

Adjacent to Great Smoky Mountains National Park, the most-visited national park in the country, Westgate Smoky Mountain Resort & Spa in Gatlinburg, Tennessee, provides an amazing work environment with refreshing mountain breezes and spectacular views of the beautiful Great Smoky Mountains. As a member of the Westgate Smoky Mountain Resort team, you will meet and engage with guests who have arrived to enjoy all the Great Smoky Mountains have to offer and help them experience our world-class amenities such as the state-of-the-art Wild Bear Falls water park.

Job Type: Full-time

Salary: $10.00 /hour

Work authorization:

  • United States (Required)