Coordinator Architecture & Construction in Orlando Operations Center - JYPOC at Marriott Vacations Worldwide

Date Posted: 3/7/2020

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


Manage daily administrative operation of Development department within Architecture and Construction. Manage relationships with design consultants and vendors. Provide Furniture, Furnishings & Equipment (FF&E) oversight for turn-key projects. Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc. Generate consultant contracts. Prepare Requests For Proposal (RFP) and generate synopsis of received proposals. Organize enacted entitlements and assist with maintaining and periodic updating/renewal of those entitlements. Oversee departmental summer interns. Facilitate departmental orientation and training of new hires. Reconcile expenses (internal and external). Oversee, collate and catalogue market research, project analysis and vendor/resource library. 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. Compile, copy, sort, and file records of office activities, business transactions, and other activities. Enter and locate work-related information using computers.


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.



Development Support


▪ 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, forward to short-listed design consultants, receive all submitted proposals then prepare synopsis of those proposals including personal evaluation/comments.
▪ Participate in meetings with design consultants to ensure consistency of message and maintain efficient, effective lines of communication.
▪ Conduct market research, provide analysis and maintain library of qualified consultants and vendors.
▪ Assist with maintaining and updating project entitlements.




Documentation/Reporting



▪ Coordinate distribution of Marriott Vacation Club brand standards to design consultants and potential business partners.
▪ Reconcile expenses from both department personnel (expense reports) and billing/submissions from design consultants, most notably purchase orders and freight expedition from Furniture, Furnishings & Equipment (FF&E) procurement agents.
▪ Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc.




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.



Computers/Software


▪ Transmit information or documents using a computer.
▪ 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.




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



▪ Oversee Architecture & Construction summer interns.
▪ 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.