Sales Office Administrator

Company Description

ABOUT WESTGATE RESORTS
Westgate Resorts provides a diverse range of vacation experiences. From sandy beaches on the Atlantic Ocean to snow-covered Utah mountains, families can affordably experience the country's most desirable vacation destinations. A world leader in the timeshare and hospitality industry, Westgate has resorts in Florida, Tennessee, South Carolina, Missouri, Utah, Nevada, and Arizona. Westgate meets every vacation expectation, for every family, for every budget. As we continue growing, we will continue offering the best and most-affordable vacation options out there!

Job Description

The Sales Office Administrator supports the sales management team by ensuring accurate processing of daily sales activities, maintaining inventory and supplies, and providing timely administrative support to sales managers, tour desk agents, and sales representatives. This role requires diligence, responsiveness, and strong teamwork in a demanding environment.

Essential Duties And Responsibilities:

• Verify and ensure accuracy of previous day’s business transactions.
• Create and maintain internal daily sales report for sales site.
• Process sales contract paperwork promptly and accurately.
• Deliver new owner paperwork to the Contracts Office.
• Receive and document cash deposits toward down payments.
• Maintain and replenish sales manager supplies.
• Organize and manage inventory of electronic equipment (e.g., wireless charging terminals, tablets).
• Maintain inventory levels of floor plans and provide updated reports to sales managers.
• Perform accurate and timely data entry for HR and sales-related records.
• Prepare and process mail-out documentation when applicable.
• Support sales staff and Tour Desk Agents (where applicable) with administrative tasks.
• Other duties as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Experience:

• Minimum of two (2) years of administrative experience in a sales or customer service environment.
• Direct experience supporting sales teams and tour desk operations.
• Proven record of managing inventory and processing sales-related transactions.
• Experience managing sensitive documentation, including contracts and financial records.
• Familiarity with timeshare or hospitality industry operations is a plus.
• Demonstrated ability to work effectively in fast-paced, high-volume settings.
• Prior involvement in coordinating with multiple departments to ensure workflow accuracy.

Education & Certifications:

• High school diploma or equivalent required; additional administrative training or certification preferred.

Skills/Knowledge:

• Strong data entry skills with high accuracy.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook); familiarity with data management systems preferred.
• Clear and professional communication.
• Effective time management and task prioritization.
• Commitment to confidentiality and professional conduct.
• Ability to define problems, collect data, and draw valid conclusions.
• Experience with inventory tracking and transaction processing.
• Bilingual in English and Spanish is a plus.

Additional Information

Why Westgate?

• Comprehensive health benefits – medical, dental and vision
• Paid Time Off (PTO) – vacation, sick, and personal
• Paid Holidays
• 401K with generous company match
• Get access to your pay as you need it with our Daily Pay benefit
• Family benefits including pregnancy, and parental leave and adoption assistance
• Wellness Programs
• Flexible Spending Accounts
• Tuition Assistance
• Military Leave
• Employee Assistance Program (EAP)
• Life, Disability, Accident, Critical Illness & Hospital Insurance
• Pet Insurance
• Exclusive discounts for Team Member (i.e., hotels, cruise, resorts, restaurants, entertainment, etc.) 
• Advancement & development opportunities
• Community Involvement Programs

Westgate Resorts is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status or any other protected status under federal, state or local law. If you have a disability and believe you need a reasonable accommodation in order to complete your application or any part of the recruiting process, please email WGAccommodations@wgresorts.com with the job title and the location of the position for which you are applying.