Lead Coordinator - Document Management

Westgate Resorts is the largest privately held timeshare company in the world, with 60+ resorts in top destinations like Orlando, Las Vegas, Gatlinburg, Park City, and Myrtle Beach. Recognized by U.S. News & World Report as one of the Best Companies to Work For, we’re committed to creating a supportive, rewarding workplace where our 9,000 Team Members can grow and thrive. Since 1982, we’ve delivered unforgettable vacations through exceptional service, innovation, and community engagement. With the recent addition of VI Resorts by Westgate, our footprint now includes the Pacific Northwest, Hawaii, Canada, and Mexico. Join us and be part of a team that values passion, integrity, and excellence, where your work helps create memories that last a lifetime.

The Lead Coordinator - Document Management, supports the daily operations of the document management team by coordinating workflows, ensuring timely and accurate document processing, and assisting with process implementation. This role serves as a key point of contact for team members and cross-functional partners, including Corporate Sales Support and Remote Online, to ensure all documentation requirements are met efficiently and in compliance with company standards. The Lead Coordinator also helps identify process improvements, supports team training, and promotes a collaborative, high-performing work environment. 

What You Will Do:

• Coordinate daily document management activities to ensure timely and accurate processing  

• Serve as a primary point of contact for the team, assisting with questions, escalations, and workflow support  

• Partner with Corporate Sales Support and Closing Officers to ensure all required documentation is complete and submitted on time  

• Support implementation and execution of departmental processes and procedures  

• Monitor workflow queues and help prioritize tasks to meet deadlines and service level expectations  

• Review documents for accuracy, completeness, and compliance with company standards  

• Assist in tracking and reporting team performance metrics  

• Identify process gaps and recommend improvements to enhance efficiency and quality  

• Provide guidance and informal coaching to team members on procedures and best practices  

• Managing and tracking bonus reporting, reviewing and processing invoices, and ensuring all related documentation and approvals are completed accurately and timely. 

• Responsible for running reports, monitoring productivity and performance metrics, analyzing trends, and providing operational insights and recommendations as needed. 

• Develops and maintains SOPs, process documentation, and training materials to support team operations and ensure compliance with company procedures. Provides leadership support for process improvements, training initiatives, and special projects as needed. 

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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

What You Will Bring:

• Excellent customer service and supervisory skills.
• Minimum 6 months to 1 year of related experience and/or training; or equivalent combination of education and experience. Previous supervisory experience preferred.

• Minimum 6 months to 1 year of related experience and/or training; or equivalent combination of education and experience. 

• Previous supervisory experience preferred. 

• Strong organizational and time management skills. 

• Ability to manage inventory and shipping logistics effectively. 

• Basic computer proficiency (Microsoft Office Suite preferred). 

• Excellent communication and interpersonal skills. 

• Ability to lead and motivate a team to meet production goals. 

• High attention to detail and accuracy. 

Why Westgate?  

• Comprehensive Health Benefits – Medical, Dental, and Vision Coverage
• Paid Time Off – Vacation, Sick, and Personal Time to Recharge
• Paid Holidays
• 401(k) with Generous Company Match to Support Your Future
• Daily Pay – Access Your Earnings When You Need Them
• Family-Focused Benefits – Pregnancy, Parental Leave, and Adoption Assistance
• Wellness Programs to Support Your Well-Being
• Flexible Spending Accounts (FSA)
• Tuition Assistance to Help You Grow Your Career
• Military Leave
• Employee Assistance Program (EAP) – Support When You Need It Most
• Life, Disability, Accident, Critical Illness, and Hospital Insurance
• Pet Insurance for Your Furry Family Members
• Loyalty Program – Exclusive Discounts on Hotels, Cruises, Resorts, Restaurants, Entertainment, and More
• Low-Cost Gym Membership
• NEW! David A. Siegel Legacy Scholarship – Up to $40,000 for Team Members’ Dependents
• Career Growth and Advancement Opportunities
• Community Involvement – Give Back and Make an Impact

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.

This job posting is intended to provide a general overview of the position and may not include every responsibility, duty, or qualification required. Duties, responsibilities, and activities may change at any time with or without notice.