Contracts Processor

Process contracts accurately by entering information into appropriate system. Ensure that signed contract paper work is accurate and contains all necessary information and documentation. Identify available inventory based on potential owners’ needs and preferences (view, season, first-year occupancy) by checking information in appropriate software. Advise Sales team on issues related to ownership contracts (e.g., titles, financing, pre-approval). Respond to Sales team requests related to contract status, such as additional information required, follow-up needed, or tracking. Enter, retrieve, reconcile, and verify information (e.g., commissions, leads, third parties) in software involved in the sales process. Prepare sales-related documents throughout the sales process (e.g., proposals, contracts, or banquet event orders). Perform general office duties (e.g., filing, sending emails, typing, faxing, and copying).

Follow all company safety and security policies and procedures; report accidents, injuries, and unsafe work conditions to manager. Follow all company policies and procedures; maintain confidentiality of proprietary information; protect company assets. Anticipate and address owners’ service needs. Develop and maintain positive working relationships with others; support team to reach common goals; listen and respond appropriately to the concerns of other employees. Ensure adherence to quality expectations and standards; identify, recommend, develop, and implement new ways to increase organizational efficiency, productivity, quality, safety, and/or cost-savings. Enter and locate work-related information using computers. Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance. Perform other reasonable job duties as requested.

This operation is open 7 days a week. Must have availability and willingness to work some evenings, weekends, and/or holidays as needed to complete all necessary responsibilities.

Contracts Processing

• Process contracts accurately by entering information into appropriate system (e.g., Universe/Unifipro).
• Ensure that signed contract paper work is accurate and contains all necessary information and documentation.
• Identify available inventory based on potential owners’ needs and preferences (view, season, first-year occupancy) by checking information in appropriate software (e.g., SOLAR).
• Advise Sales team on issues related to ownership contracts (e.g., titles, financing, pre-approval).
• Respond to Sales team requests related to contract status, such as additional information required, follow-up needed, or tracking.

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 so that problem is corrected.
• Maintain office areas (e.g., cubicles, storerooms, conference rooms, etc.), including calling housekeeping and maintenance when needed.

Computers/Software

• Use computer systems and software packages to input, access, modify, store, or output information.
• Enter and retrieve data from computer systems using a keyboard, mouse or trackball.
• Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.
• Experience using Microsoft office products strongly preferred; basic computer skills a must.

Communication

• Monitor and respond to inbound customer, client, and property communications via email, voice mail, etc. in a timely manner.
• Speak to customers 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 maintain accuracy and completeness.
• Talk with and listen to other employees to effectively exchange information.

Job Requirements:

• Approve amendments to contract terms or contract extensions
• Monitor compliance with contract terms
• Confirm compliance with contract terms
• Manage contract calendar and ensure contract decisions align with contract dates
• Negotiate contract terms and conditions for multiple contract types
• Maintain legal contract information in a contract management database system
• Approve contract order forms and initiate contract preparation
• Approve contract order forms and initiate contract preparation
• Ensure contract pricing and terms
• Negotiate contract terms and conditions
• Reporting compliance with contract requirements
• Determine compliance with contract requirements
• Facilitate internal contract reviews to review proposed contracts
• Maintain accurate vendor and contract information within the contract management
• Upload negotiated contracts in the contract management system
• Analyze contract related information including contract reporting, and provide reports regarding contract activity and performance
• Perform contract administrative duties for ongoing contracts
• Approve contract amendments and extensions; reviews contract language
• Improve performance within the contract terms
• Load executed contracts into the contract management system