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Architecture and Construction Development Coordinator in Westwood Corporate Headquarters at Marriott Vacations Worldwide

Date Posted: 4/25/2019

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.

Job Summary

Manage daily administrative operation of Development Management department within Architecture and Construction.  Assist department managers with creating and maintaining computer-based and paper-based filing and organization systems for records, reports, documents, etc.; generating consultant, contractor, and vendor bids/contracts/purchase orders/change orders, etc.; reviewing and managing all certificates of insurance from contractors, consultants, and vendors; organizing, maintaining, and updating of enacted entitlements; reconciling expenses (internal and external); preparing letters, memos, and other documents using word processing, spreadsheet, database, or presentation software; transmitting information or documents using a computer, mail, or facsimile machine systems; operating standard office equipment other than computers; handling incoming and outgoing mail, including date stamping and distributing incoming mail; compiling, coping, sorting, and filing records of office activities, business transactions, and other activities; and managing relationships with consultants, contractors and vendors.

Follow all company policies and procedures, ensure uniform and personal appearance is 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 30 pounds without assistance. Perform other reasonable job duties as requested.

Critical Tasks

 

General Support

  •      Prepare bid packages, contracts, purchase orders, and change orders for consultants, contractors, and vendors.
  •      Review and organize all certificates of insurance for all consultants, contractors, and vendors.  Work with Contract Management for review and compliance of all certificates of insurance.
  •      Coordinate contractor, consultant, and vendor invoicing with Development Accounting including vouchering as required.
  •      Prepare binders of Architecture & Construction project deliverables for presentations.
  •      Collate, catalog and process for payment all invoices and related data regarding Furniture, Furnishings and Equipment (FF&E) procurement for turn-key commissions.
  •      Prepare Request for Proposals and Contracts, forward to short-listed consultants/contractors/vendors., receive all submitted proposals then prepare synopsis of those proposals including personal evaluation/comments.
  •      Conduct market research, provide analysis and maintain library of qualified consultants and vendors.

Office Administration

  •      Welcome internal and external guests.
  •      Prepare and process timesheets, make travel arrangements, complete expense reports and process invoices.
  •      Create and maintain computer-based and paper-based filing and organization systems for records, reports, documents, etc.
  •      Screen, sort and distribute all incoming mail and packages to appropriate personnel. Coordinate all appointments and meetings for department managers.

Computers/Software

  •      Transmit information or documents using email/computer or facsimile machine (if required).
  •      Operate standard office equipment other than computers such as telephone, typewriter, fax, photocopier, scanner, calculator, and electronic peripherals.
  •      Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update    records, files, reservation and answer inquiries from guests.
  •      Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.
  •      Set up new users and remove old users from Contract Manager; P6 and Progress Reporter (or other department based software to support department managers).
  •      Run Labor Management Reports (P6 Progress Reporter)
  •      Contract Manager or project management system:  Enter new projects, contracts, change orders, purchase orders into Contract Manager.
  •      Run Management and Accounting Reports via the API - Primavera/PeopleSoft Data Interchange System on a weekly, Period and YTD basis.
  •      Annual Disaster and Recovery Testing for Oracle Applications (2 times year in Lakeland office)
  •      Coordinating Network Access Agreement for outside Consultants / Vendors for access to our network.  Act as liaison between outside vendor and several departments; coordinating and monitoring throughout process through to completion when user has been successfully set up within our system. 

 

Communication

  •      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.
  •      Speak to guests and co-workers using clear, appropriate and professional language.
  •      Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness.
  •      Talk with and listen to other employees to effectively exchange information.

Working with Others

  •         Coordinate as required with Contract Management and Development Accounting.
  •      Facilitate departmental orientation and training of new hires.
  •         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.

Physical Tasks

  •        Pack and un-pack large items.
  •        Move, lift, carry, push, pull, and place objects weighing less than or equal to 30 pounds without assistance.

Policies and Procedures

  •       Maintain confidentiality of proprietary materials and information.
  •       Follow company and department policies and procedures.
  •       Perform other reasonable job duties as requested.
    Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.

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