Job Description
JOB SUMMARY
The Contracts Specialist generates legal documents (contracts) for all vacation ownership sales and performs related tasks required to complete the transaction in an expedient manner. The Specialist prepares and helps facilitate the contract for recordation as directed, and fields any questions from the sales team.
ESSENTIAL JOB FUNCTIONS
Review purchase proposals for accuracy and legibility.
Perform data entry on legal contracts between the company and its clients, to include incentive letter preparation and processing down payments.
Retrieve credit, loan and account history of prospective clients.
Review contracts for accuracy (i.e., signatures, address, financing, etc.).
Review contracts created by fellow team members for quality assurance and accuracy as needed.
Follow up with sales sites for corrections and recording errors.
Prepare contracts for recordation by making copies and creating packs for distribution.
Copy purchase proposals, club documents, etc. and transmit to appropriate departments.
Track, monitor and transmit money from sales, cash outs, etc. Includes deposit transmittals.
Reconcile daily batch transactions.
Prepare opening and closing reports and distribute to the appropriate personnel.
Maintain various sales and/or marketing logs.
Maintain the Atlas database for accuracy on marketing personnel.
Support the sales sites as necessary to complete paperwork for contracts generated.
Assist Sales and Verification departments regarding owner-related issues at point of sale or after.
Communicate with sales sites and corporate departments via email and telephone.
Answer telephones, file documents and perform other general clerical duties.
Perform miscellaneous data entry and document preparation in support of other departments.
Provide superior customer service in accordance with the Company DRIven to Excellence standards.
Consistently practice We Love to Say Yes® and maintain the highest standards of professionalism when interacting with fellow team members, management, owners, members and prospects.
Operate office machinery (i.e., computer, copy machine, fax machine).
Enter owner referrals into the system, and track referrals.
Completes all required company trainings and compliance courses as assigned.
Adheres to company standards and maintains compliance with all policies and procedures.
Performs other related duties as assigned.
Qualifications
EDUCATION
High School Diploma or equivalent.
EXPERIENCE
No prior experience or training required.
No supervisory experience required.
SUPERVISORY RESPONSIBILITIES
LICENSE & CERTIFICATIONS
This position does not require licenses or 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:
Contracts and/or financial knowledge and experience.
Basic mathematical skills, including the ability to calculate percentages.
Ability to type 35 words per minute.
Ability to read, analyze and interpret common technical journals, financial reports, professional journals and/or government regulations.
Ability to handle very stressful situations.
Excellent interpersonal and communication skills.
Detail oriented.
Computer proficiency in Microsoft Word, Excel and Outlook.
Excellent customer service skills.
Proficient in time management; the ability to organize and manage multiple priorities.
Ability to take initiative and effectively adapt to changes.
Able to establish and maintain a cooperative working relation.
Able to use sound judgment; work independently, with minimal supervision.
Strong analytical and problem solving skills.
Able to perform a variety of duties, often changing from one task to another of a different nature, with impending deadlines and/or established timeframes.
Performs well with frequent interruptions and/or distractions.
Basic – Intermediate – Advanced math skills
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