Program Coordinator in Talent Experience Center at Marriott Vacations Worldwide

Date Posted: 5/13/2022

Job Snapshot

Job Description

Are you ready to grow your dream career while making others' vacation dreams come true? Marriott Vacations Worldwide is a world premier organization for Vacation Ownership with resorts at destinations around the globe. Join our team and help deliver unforgettable experiences that make vacation dreams come true.

Position Summary

The Program Coordinator will support the project initiatives for the Marketing & Sales Talent & Development training team at The Talent Experience Center.  The Coordinator must have the skills to effectively manage multiple projects at the same time, meet deadlines, exhibit strong technical & communication skills and have the experience to effectively work with project team members.

The position provides direct administrative support to the VP, Sales & Marketing Training, and general support to the broader Talent & Development team. The Coordinator will be the primary point of contact for Business Initiatives’ projects and oversees the execution of all administrative-related work for department and will develop various types of communication to ensure alignment throughout respective projects and or initiatives. 

The Coordinator will enter and retrieve information contained in computer databases using standard computer equipment and technology (e.g. a keyboard and mouse) to update records, files, reservations, meetings, and answer inquiries from internal and external callers. Transmit information or documents, and operate standard office equipment, including computers. Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software. Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness; read and visually verify information in a variety of formats.  Handle incoming and outgoing mail, including date stamping and distribution. 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.  Prepare and submit expense reports, payroll, and invoices. Prepare and coordinate meeting and travel logistics. Assist in onboarding process of resources by ordering equipment and managing access requests.

Follow all company and safety and security policies and procedures. Maintain confidentiality of proprietary information and protect company assets.  Report accidents, injuries, and unsafe work conditions to manager. 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; answer telephones using appropriate etiquette. Comply with quality assurance expectations and standards. Develop and maintain positive working relationships with others, support team to reach common goals, and listen and respond appropriately to the concerns of employees. Move, lift, carry, push, pull, and place objects weighing less than or equal to 30 pounds without assistance. Generally complete tasks independently with minimal direction from supervisor.  Perform other reasonable job duties as requested.

Specific Job Summary

Project Administration

  • Provide direct functional support to the activities and initiatives of the Talent & Development training team and administrative support to the VP, Sales & Marketing
  • Coordinate all elements of monthly SalesManShip training classes (both virtual and live), including:
    • All trainee class roster information conveyed by recruiting
    • coordinate Outlook / TEAMS invitations to all SMS attendees for all virtual SMS training sessions across all time zones
    • assign Microsoft One Note Notebook content for all virtual SMS attendees.
    • Update SMS Participant Guides and PowerPoint decks on a monthly basis
    • coordinate printing of monthly Participant Guides with inhouse print shop and manage the FED EX shipping to site trainees
    • maintain and assign all e-learning training to trainees as provided by AVP, Instructional Design
    • prepare and deliver SalesManShip completion certificates
    • Work with MVW inventory management and local hotel contacts to reserve lodging for all (live) SalesManShip attendees
    • Coordinate billing allocations to individual sites with associates attending SMS
    • Assist with the facilitation of food and beverage offerings for live SalesManShip
  • Handles all IT related issues, requests, changes and maintenance of services for the team and project members and/or locations.
  • Identifies areas where new administrative policies & procedures may be necessary within the group; initiating the project to develop the new policy & procedure.
  • Manages the on-boarding procedures of new project team members (i.e. badge access, system access, etc.), and ensures completion of required training requirements.

Office Administration

  • Welcome internal and external guests.
  • Prepare and process timesheets, make travel arrangements, complete expense reports and process invoices.
  • Screen, sort and distribute all incoming mail and packages to appropriate personnel.
  • Coordinate all appointments and meetings for senior staff members.
  • Transmit information or documents using mail or facsimile machine. 
  • Operate standard office equipment other than computers such as telephone, typewriter, fax, photocopier, calculator, and electronic peripherals.
  • Order and Maintain supplies for team facilities (break room, meeting space equipment, furniture).

Event Planning

  • Manage SalesManShip and other training events and coordinate all arrangements for the T&D team at The Talent Experience Center
  • Evaluate meeting and events to prioritize and allocate appropriate resources.
  • Aim to ensure that the Talent Experience Center is running smoothly and efficiently as possible.

Planning and Organizing

  • Make travel arrangements and coordinate logistics including transportation and lodging arrangements.
  • Prepare and submit expense reports, payroll, and invoices.
  • Coordinate calendars, including scheduling and canceling meetings, and bring high-priority scheduling issues to managers’ attention.
  • Coordinate meeting logistics, including for large and complex events, and arrange meeting materials and supplies (e.g., copying and distributing materials, arranging room set-up and necessary food and beverage).
  • Prepare and edit presentations, agendas, memos/letters, spreadsheets, press kits and other business documents.
  • Take notes during and prepare minutes from meetings.

Policies and Procedures

  • Maintain confidentiality of proprietary materials and information.
  • Protect the privacy and security of customers and co-workers.
  • Follow company and department policies and procedures.
  • Research questions and problems; assist with problem-solving; refer complex issues to supervisor.
  • Protect company tools, equipment, machines, or other assets in accordance with company policies and procedures.
  • Perform other reasonable job duties as requested by Supervisors.

Customer Relations

  • Address customers' service needs in a professional, positive, and timely manner.
  • Actively listen and respond positively to the questions, concerns, and requests of others.
  • Collaborate with other employees to ensure proper coverage and service.

Office Equipment

  • Transmit information or documents using mail, scanner, or facsimile machine.
  • Operate standard office equipment other than computers such as telephone, typewriter, scanner, fax, photocopier, calculator, and electronic peripherals.
  • Keep office equipment in working order and contact service representatives to correct problems with office equipment, including following-up to ensure problem is corrected.  Partner with team members working remotely to ensure office equipment assigned is operating effectively
  • Ensure necessary office supply inventory is available, and order as needed.
  • Ensure all office equipment is in working order, calling maintenance when needed.
  • Maintain office areas (e.g., cubicles, storerooms, conference rooms, etc.), including calling housekeeping and maintenance when needed.

Working with Others

  • Support all co-workers and treat them with dignity and respect.
  • Develop and maintain positive and productive working relationships with other employees and departments.
  • Partner with and assist others to promote an environment of teamwork and achieve common goals.
  • Handle sensitive issues with employees and/or guests with tact, respect, diplomacy, and confidentiality.
  • Actively listen to and consider the concerns of other employees, responding appropriately and effectively.

Communication

  • Discuss work topics, activities, or problems with co-workers, supervisors, or managers using proper discretion.
  • Speak to guests and co-workers using clear, appropriate and professional language.
  • Answer telephones using appropriate etiquette including answering the phone within 3 rings, answering with a smile in one's voice, using the callers' name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call.
  • Prepare and review written documents (i.e. daily logs, business letters, memoranda, reports), including proofreading, editing, written information to ensure accuracy and completeness.
  • Talk with and listen to other employees to effectively exchange information.

Quality Assurance

  • Comply with quality assurance expectations and standards.
  • Identify and recommend new ideas, technologies, or processes to increase organizational efficiency, productivity, quality, safety, and/or cost-savings.

Computer Skills

  • Use computer systems and software packages to input, access, modify, store, or output information.
  • Enter and retrieve information contained in computer databases using standard computer equipment and technology (e.g. a keyboard and mouse) to update records, files, reservations and answer inquiries from customers.
  • Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.

Physical Tasks

  • Enter and locate work-related information using computers and/or other methods.
  • Move, lift, carry, push, pull, and place objects weighing less than or equal to 30 pounds without assistance.

Critical Competencies

Analytical Skills

  • Problem Solving
  • Decision Making
  • Computer Skills
  • Learning  

Interpersonal Skills

  • Customer Service Orientation
  • Teamwork
  • Interpersonal Skills (in person and virtually)
  • Diversity Relations

Communications

  • Applied Reading
  • Writing (business writing an advantage)
  • Telephone Etiquette Skills
  • English Language Proficiency
  • Listening
  • Electronic Communication
  • Proof Reading    

Organization

  • Detail Orientation
  • Time Management
  • Multi-Tasking
  • Planning and Organizing
  • Work multiple Time zones

Computer Software

  • Microsoft Office (working knowledge of 365 suite an advantage) - essential
  • Highly proficient in Microsoft Excel, PowerPoint, Workday, SharePoint and Teams Applications (e.g. OneNote)

Training/Design Applications

  • Adobe Suite
  • Storyline
  • Indesign
  • Training Design applications 


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