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Marriott Vacations Worldwide · 1 day ago

Project Specialist, Sales Operations

Orlando, FL

Full-time

Onsite

Entry, Mid Level

1+ years exp

Marriott Vacations Worldwide is a leading company in the vacation ownership industry, and they are seeking a Project Specialist to support various strategic and operational initiatives in Sales Operations. The role involves managing projects, ensuring timelines are met, and providing administrative support to the Sales Operations team.

HospitalityHotelRentalTourismTravel

Responsibilities

Support a wide range of strategic and operational initiatives by: managing Sales projects as assigned ensuring that project timelines and deliverables are met

Support M&S internal communications including newsletter creation and event logistics

Provide flexible support to Sales Operations and Project Managers on a project-specific basis. Key responsibilities extend to all aspects of the Sales Operations process including: preparing comprehensive action plans, including resources, timeframes and budgets for projects, coordinating project tasks including scheduling and risk management, administrative support, including maintaining current comprehensive set of project documentation and handling financial queries

Support the Vice President and Sales Operations management team with: daily administrative duties following all company policies and procedures, including travel administration and expense processing, accurate and professional written documents, project analysis and status reports, including the maintenance of project documents, project finances and handles financial queries and resolves job cost and project expense discrepancies, contribute to employee engagement by facilitating M&S onboarding programs, including coordinating first day welcome, and photo record management

Support the global Marketing & Sales department by: maintaining the M&S SharePoint content and workflows assisting with the reporting and analysis of associate recognition programs tracking progression milestones in support of career development planning maintaining visibility of the team across brands

Responsible for delivering project management throughout the assigned projects as required

Coordinate and track project timelines, deliverables, and follow-ups. Perform manual data entry, formatting, and document organization. Draft and edit internal communications, reports, and presentations

Assist in SharePoint & Content Management, SharePoint lists and document libraries. Ensure version control, metadata accuracy, and accessibility. Develop and manage SharePoint-based workflows and dashboards

Assist in the development and continual enhancements of the M&S Newsletter through collaboration with the Director of Projects and Sales Advisory Board, ensuring distribution in a timely and accurate manner

Helps prepare detailed budgets and budget breakdowns for assigned projects, ensuring that budgets are within job costing and reporting systems based on CGC/BOD budget or funding approvals

Conduct market research, provides analysis of project risks and opportunities

Prepare presentations for assigned projects or initiatives

Breaks projects into realistic and achievable actions and detailed activities with set timeframes

Facilitates the timely completion of deliverables required to expedite specified tasks

Maintains comprehensive and updated project records and documentation

Provide support for conference preparation, including PowerPoint creation, proofreading, and research. Assist with presentation development and logistics coordination

Provides logistics coordination to ensure that all projects are working in tandem and do not negatively impact each other

Works closely with Sales Ops Leadership to issue all appropriate legal paperwork (e.g. contracts and terms of agreement)

Coordinates project management activities, resources, equipment, and information

Help prepare detailed budgets and budget breakdowns for project managers. Escalate any concerns if budgets are at risk for staying within job costing and reporting systems based on CGC/BOD budget or funding approvals

Assists with market research, analysis and maintenance of the library of qualified consultants and vendors

Assists Sales Operations Leadership in the review and preparation of all change management records and administration that may occur on a project

Reviews invoicing for completeness and accuracy including coding

Assist with the preparation of Request for Qualifications (RFQs), Request For Proposals (RFPs), Bid and comply with all applicable procurement policies and procedures

Prepares and reviews written documents (e.g., RFPs, contracts, daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness

Responsible for overall project procurement management (internal and/or external parties or vendors) to ensure timely completion of assigned project(s)

Ensure compliance with all executed contracts as required per project(s)

Works with Sales Operations Leadership to eliminate blockers

Monitors project progress and assist Sales Operations Leadership to resolve any issues that arise

Documents and tracks any issues or problems that occur on Projects and the resolutions

Coordinates the timely completion of deliverables required to expedite specified tasks

Assists Sales Operations Leadership and project team with schedule management

Supports project coordination and scheduling by holding meetings and/or conversations as necessary to ensure that all project team members are on track to complete the project(s) according to schedule

Develop and manage strong relationships with MVW internal key stakeholders and M&S Field Leaders

Provides cost and schedule information for and participates in the preparation of the Project Timeline Updates, Dashboard & Trends Reports, Development Status Reports, and summaries of Risks & Opportunities

Coordinates and attends Project kick-off meetings as required

Coordinates and participates in meetings to ensure consistency of message and maintain efficient, effective lines of communication documenting meeting action items

Welcomes (• Manages) internal and external guests

Acts as the point of contact and communicates project status to all participants

Support the Recognition & Rewards (R&R) Program by managing SE/ME photo records and onboarding engagement documents. Career Development Support documentation and assist with career progression recognition and resources

Assist Sr Manager of R&R with the tracking of career development milestones across brands

Support monthly purchase incentives accuracy for fulfillment and ensure full communication to the Field Leaders on changes, including the One Pager Overviews for each month

Develops knowledge and understanding of Corporate and MORI processes, policies, and procedures

Assists with maintaining, updating and tracking project approvals for all project(s)

Creates and maintains comprehensive project documentation, plans and reports

Monitors projects and escalate areas of concern to Project Manager or Sales Operations leader(s) responsible for the project in a timely manner

Maintains project database by entering and backing up data and assures the project records are detailed and organized according to the best practices and standard of care

Qualification

Microsoft OfficeSharePointProject ManagementPower BIDatabase SolutionsLeadership PresenceTeam PlayerProblem SolvingCommunication SkillsOrganizational Skills

Required

Demonstrated ability in planning, organizing and implementing projects

Demonstrated experience with using Microsoft Office Tools especially SharePoint

Demonstrated experience with PC/Desktop Hardware/Software

Demonstrated experience with Database solutions

Demonstrated experience with Power BI

Possesses leadership presence and professional demeanor

Proven ability to function as a team player who works with a high degree of independence and credibility and successfully partner with professionals with different work styles and needs

Delivers results under difficult conditions and demonstrates balanced judgment under pressure; persistent – drives ideas

Makes decisions in a timely manner but also know when to seek direction/approval on essential matters, yet work with minimum supervision, using professional judgment and diplomacy

Must be able to meet deadlines and have proven follow-through on action lists and priorities with attention to deadlines and details

Analyzes and assesses situations to find effective solutions; creative problem solver, engages in fixing the problem; makes decisions using data

Strong organizational, planning, administrative, multi-tasking, prioritization, and problem-solving skills

Strong consulting skills and ability to interface with senior business leaders

Proven ability to develop and maintain effective relationships with a broad group of stakeholders and foster trust and influence key decisions

Proven ability to collaborate and resolve issues and influence without position authority

Strong communication skills with the ability to respond clearly, succinctly and promptly

Possesses high degree of integrity in dealing with sensitive information

Ability to work under pressure in a positive professional manner and to be flexible and adaptive to change

Flexibility, adaptability, and the capability to manage and prioritize multiple and conflicting priorities and tasks and keep track of information

Ability to remain current with Reward, Recognition and Incentive programs, trends and best practices

Integrates and balances priorities, work activities and resources for the benefit of multiple key stakeholders

Ability to be an active learner enhancing professional and business growth through the acquisition of knowledge and experiences; proven ability to challenge organizational norms and accepted thinking to improve effectiveness

Must be computer savvy with the ability to work with / adapt to legacy enterprise resources

Must be very fluent with Microsoft Office

Willingness to travel - anticipated travel of less than 15% required

Preferred

Bachelor's degree in Business Administration or a related field from an accredited university desired

Minimum of 1 to 3 years functional experience within Marketing & Sales or an Administrative organization, with a focus on Project Management and Process support, preferably within Timeshare industry, preferred (or similar experience in College organizations)

Working knowledge of Microsoft Project, with ability to customize, progress and update project schedules, setup initial project template schedules