Administrative Assistant - job 1 of 3

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!

The Assistant Administrator for the Telesales Virtual Portfolio (TVP) team plays a vital role in supporting the coordination and success of off-property contact (OPC) and tour operations. This position ensures alignment between telesales efforts and call center bookings, driving efficient tour scheduling and maximizing team performance. The ideal candidate thrives in a fast-paced environment, manages detailed logistics with accuracy, and provides top-notch administrative support that enhances the experience for both clients and internal teams.

Key Responsibilities

Tour Operations

• Maintain and update daily tour assignments in Excel and SAMS.

• Coordinate and verify tour information across systems, ensuring accuracy.

• Assign tours to sales reps and update PowerPoint rotation schedules.

• Track, update, and close out tour statuses throughout the day.

• Manage end-of-day reporting, gift card distribution, and BlackHawk tracker logs.

OPC Support

• Distribute OPC daily schedules, track breaks/lunches, and call activity.

• Monitor Five9 system and alert OPCs of inbound queue statuses.

• Assign new leads, track progress, and resolve data inconsistencies.

• Maintain lead and bonus tracking sheets, and manage inquiries from OPCs.

• Handle communication through TVP email inbox and voicemail system.

• Education/Experience: Associate's degree or equivalent from a two-year college or technical school, or six months to one year of related experience/training.

• Technical Proficiency: Strong Excel, PowerPoint, and reporting skills. Familiarity with lead tracking systems such as SAMS and Five9 is a plus.

• Language Skills: Ability to write reports and communicate effectively with customers, managers, and team members.

• Math Skills: Capable of calculating rates, commissions, and percentages.

• Reasoning Ability: Ability to interpret written, oral, and schedule instructions and resolve issues in standardized situations.

Why Westgate? 

• 401K with generous company match
• Get access to your pay as you need it with our Daily Pay benefit
• Wellness Programs
• Fun, family culture
• Employee Assistance Program (EAP)
• Exclusive discounts for Team Member (i.e., hotels, 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 [email protected] with the job title and the location of the position for which you are applying.