Receptionist/Office Administrator at London Regional Office with Marriott Vacations Worldwide - Career Site

Date Posted: 9/5/2018

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.

Office Administration - 75%

  • Ensure that reception area is operating smoothly at all times. Meet and Greet all visitors, offering refreshments, if appropriate and contact relevant associate.
  • Maintains the office space including the MVCI post area, kitchen, break out area and meeting rooms in accordance with business standards and ensures that various supplies (e.g., refreshments, MVCI collateral, office supplies) are properly stocked and available
  • Coordinates visits to the London Regional Office and assists internal customers with lodging and travel arrangements in preparation for their visit.
  • Answer telephones, 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.
  • Assist in preparing for various onsite meetings coordinating meetings rooms, refreshments, event supplies (e.g. projectors, flip charts, handouts etc) for the meetings.
  • Conduct checks for incoming faxes for the Finance and General fax machines, and action accordingly.
  • Monitor post area to ensure incoming mail is distributed efficiently and ensure outgoing mail / DHL is collected according to established timelines. Liaise with the couriers to address any issues that arise.
  • Maintain effective filing and tracking systems for the general post area. Support Finance team in billing for departmental DHL charges. Ensure documentation is kept confidential.
  • Coordinate the purchase of office supplies to maintain efficient levels of stationery and collateral stocks for all departments based at the MVCI Regional Office.
  • Manage the booking of conference rooms. Ensure refreshments are in the room for all meetings and rooms are left clean and tidy.
  • Ensure kitchen supplies (tea, coffee, milk and water) are adequately stocked and co-ordinate the purchase of replacement supplies on a timely basis.
  • Organise and direct office cleaning, ensuring cleaning standards are maintained and any issues are escalated to manager.
  • Organise and maintain offsite archive requirements.
  • Organise confidential shredding and recycling collections.
  • Organise upkeep of office plants.
  • Track all maintenance issues and maintain a log of issues and resolutions.
  • Prepare and send out collateral and correspondence as needed.
  • Support the administrative pool with the organisation of team building and other office events (e.g. Spirit to Serve, Charity, and LAF events).
  • Support the Business Continuity Plan committee and Fire Wardens with maintaining emergency stocks as directed by the team along with maintaining the first aid boxes with the relevant supplies. Ensure that the required number of first aiders are trained as needed under the relevant Health and Safety legislation. Report accidents, injuries, or any unsafe work conditions observed to the relevant manager
  • Organise leaving cards etc to associates on behalf of the LRO team.
  • Update internal telephone list, distribute and post on WAVE quarterly.
  • Assist the management team in keeping the noticeboards updated.
  • Assist with coordaining the testing of fire alarms and evacuation procedures
  • Update Organisational charts for each department in the London office.
  • Assist with organizing travel arrangements for LRO staff, as required.
  • 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.
  • Locate and attach appropriate files to incoming correspondence requiring replies.



Executive Administration - 25%

  • Coordinate meetings, conference calls, and site visits for the SVP Business Operations and Finance. Ensure all pre reads are sent out prior to calls/meetings, take minute (as required), update any relevant Issues Listing(s) accordingly and distribute to appropriate individuals.
  • Co-ordinate preparation of the Europe Strategic Counsel deck on a period basis, liaising with RVPs and customer satisfaction department for submission of required content.
  • Co-ordinate the quarterly ELT meetings at individual sites as directed by SVP Business Operations. This includes venue booking for meeting space and catering needs, ensuring accommodation is booked for all attendees and coordinating voice or video conferencing for overseas associates.
  • Extensive Diary management for the SVP Business Operations
  • Plan, track and coordinate international travel for SVP, when needed. Book hotel accommodation, transportation, and car hire. Identify the need for and arrange any visas or travel permits and prepare final itinerary.
  • Prepare the expense reports using the CONCUR T&E tool for the SVP Business Operations and Finance.Track payments into their bank accounts for reimbursable expenses..
  • Co-ordinate the publication of the quarterly 'Communique' (European regional update document, working with SVP, Ops, S&M and HR to provide content. Format content for review by SVP and publish to all EME associates
  • Develop filing system for support documentation for period close and forecast meetings
  • Provides direct administrative support, such as coordinating appointments and travel for SVP Business Operations and Finance

CRITICAL TASKS



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. Answer and screen calls to determine the urgency of the response required.
  • Prepare and send out collateral and correspondence as needed.
  • Discuss work topics, activities, or problems with co-workers, supervisors, or managers using proper discretion.
  • Speak with others 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. Review to ensure appropriate format and presentation for the target audience. Attention to detail is key.
  • Talk with and listen to other employees to effectively exchange information.
    • Compose routine correspondence or documents, such as, form letters, travel itineraries or meeting agendas.
    • Maintain confidentiality of communications -- both written and verbal at all times.

Internal Relations

  • Welcome and acknowledge visitors to the London Regional Office with a smile, eye contact, and a friendly verbal greeting, using the visitor's name when possible.
  • Address customers' service needs in a professional, positive, and timely manner.
  • Assist visitors with hotel/club and travel arrangements.
  • Anticipate guests' service needs, including asking questions of guests to better understand their needs and watching/listening to guest preferences and acting on them whenever possible.
  • Thank guests with genuine appreciation and provide a fond farewell.
  • Assist other employees to ensure proper coverage and prompt guest service.
  • Ensure proper administrative coverage to maintain these duties whilst offsite/away from the desk.
    • Assist in the planning and organization of various meetings (e.g., promotions, scheduling vendors).



 



Planning and Organizing



 



Quality Assurance

Comply with quality assurance expectations and standards.



 



Computers/Software

  • Use computer systems and software packages to input, access, modify, store, or output information
  • Enter and retrieve information contained in computer databases using assigned computer systems to update records, files, reservations, and answer inquiries from staff members and internal customers. Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.
  • 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.
  • Treat all employees and customers with dignity and respect.
  • Develop and maintain positive working relationships with others, support team to reach common goals, and listen and respond appropriately to the concerns of employees. Partner with and assist others to promote an environment of teamwork and achieve common goals.
  • Actively listen to and consider the concerns of other employees, responding appropriately and effectively.
  • Handle sensitive issues with employees and/or guests with tact, respect, diplomacy and confidentiality.
  • Maintain confidentiality of proprietary materials, information and protect company assets.
  • Protect the privacy and security of customers and co-workers.
  • Follow company and department policies and procedures.
  • Research questions and problems; 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/Managers.
  • Follow all company and safety and security policies and procedures.
  • Ensure personal appearance is always professional.
    • 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 10 pounds without assistance.



 



Office Equipment



 



Working with Others



 



Policies and Procedures



 



Physical Tasks

Other

  • Perform all tasks in a timely manner ensuring all deadlines are met.
  • Perform other related tasks as assigned by management.
  • Comply with MVCI and Marriott Vacations Worldwide policies and procedures.
  • Be proactive, team-oriented and have a flexible approach to work, meeting the needs of the team and the business at all times.
  • Maintain an attitude and commitment to provide excellent service to all customers and associates. Respond sensitively to the needs and feelings of others, regardless of status or position; accept interpersonal differences and maintain a constructive rapport with all associates and external customers.
  • Maintain a working knowledge of all Marriott Vacations Worldwide product lines.
  • Maintain computer systems knowledge (Windows, Outlook, Word, Excel, PowerPoint, etc.).
  • Work with all MVW and MVCI colleagues as a team, supporting the needs within that team and those of the business at all times.

CRITICAL COMPETENCIES

Personal Attributes

  • Integrity
  • Dependability
  • Positive Demeanor
  • Presentation
  • Initiative
  • Stress Tolerance
  • Adaptability/Flexibility

Interpersonal Skills

  • Team Work
  • Customer Service Orientation
  • Diversity Relations

Communications

  • Telephone Etiquette Skills
  • English Language Proficiency
  • Communication
  • Writing
  • Listening
  • Applied Reading

Organization

  • Detail Orientation
  • Multi-Tasking
  • Time Management
  • Planning and Organizing

Analytical Skills

  • Computer Skills
  • Learning

General Administration

  • Typing
  • Filing

Computer Software

  • Microsoft Office
  

PREFERRED QUALIFICATIONS

Education

Minimum GCSE or equivalent

Related Work Experience

One-year office experience in an administrator role

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

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