Position Summary/ Objective:
Grand Pacific Resorts is seeking a highly organized and detail-oriented Sales Administration Supervisor to lead our Sales Administration team. This is a working supervisor role, meaning the successful candidate will actively perform departmental responsibilities while overseeing the daily activities, productivity, and development of a team of three employees.
The Sales Administration Supervisor plays a critical role in ensuring the timely processing and closing of timeshare sales transactions, maintaining inventory accuracy, overseeing lender reporting requirements, and ensuring sales reporting reconciles accurately between Hilton Grand Vacations (HGV) and Grand Pacific Resorts (GPR) systems.
This position is ideal for a hands-on leader who thrives in a fast-paced environment, enjoys solving problems, and has a strong background in reconciliation, process management, and team leadership.
Essential Responsibilities
Team Leadership
- Supervise, coach, and develop a team of three Sales Administration professionals.
- Establish priorities, monitor workloads, and ensure departmental goals are achieved.
- Promote accountability, accuracy, and continuous process improvement.
- Serve as the department's primary resource for problem resolution and escalation.
Sales Administration Operations
- Ensure sales files are audited, processed, and closed as quickly and accurately as possible.
- Balance and reconcile timeshare sales received from HGV's sales system to GPR's internal sales systems.
- Receive, review, and audit sales files from HGV.
- Communicate with HGV sales locations regarding file discrepancies, missing documentation, and required corrections to facilitate escrow closings.
- Ensure sales reporting is accurate and reconciles to HGV reporting.
Inventory Management
- Manage available sales inventory across multiple resorts.
- Coordinate inventory releases associated with deed-backs and returned inventory.
- Process approved inventory price changes.
- Research and resolve title issues and clouded ownership records.
- Reconcile inventory availability between GPR and HGV systems to ensure accuracy.
Financial Reporting & Reconciliations
- Perform detailed reconciliations and audits related to sales activity and inventory.
- Prepare management reports and provide information requested by senior accounting leadership.
- Monitor and maintain accurate departmental records and reporting.
Lender Administration
- Coordinate lender communications and requests.
- Prepare and submit advance requests.
- Complete borrowing base calculations and required lender reporting.
- Ensure accuracy and timeliness of all lender-related submissions.
Property Tax Administration
- Audit and validate property tax bills for legacy timeshare resorts.
- Research discrepancies and coordinate resolutions as necessary.
Qualifications:
- Minimum 3-5 years of experience in sales administration, accounting, escrow administration, inventory management, or a related business function.
- Previous experience supervising or leading a team.
- Experience with reconciliations, audits, or financial reporting.
Knowledge, Skills & Abilities
- Proven leadership and team management skills.
- Strong organizational and time-management abilities.
- Excellent attention to detail and accuracy.
- Strong analytical and problem-solving skills.
- Excellent verbal and written communication skills.
- Ability to manage multiple priorities and deadlines simultaneously.
- Proficiency with Microsoft Office applications, particularly Excel.
- Ability to work independently while collaborating effectively across departments.
Preferred Qualifications
- Experience in timeshare, hospitality, real estate, escrow, or vacation ownership industries.
- Knowledge of HGV systems and timeshare sales processes.
- Advanced Excel skills including Pivot Tables, VLOOKUP/XLOOKUP, and data analysis.
This position is a hands-on leadership role for a candidate who enjoys balancing people leadership with day-to-day operational responsibility and has a passion for accuracy, organization, and continuous improvement.
EEO Statement:
Grand Pacific Resorts provides equal employment opportunities (EEO) to all Associates and applicants for all terms and conditions of employment, in every location in which the company has facilities, regardless of any basis protected by applicable federal, state or local law.
Other Duties:
Please note that this job description represents a general outline of principal job functions and should not be interpreted as a complete description of all aspects and requirements inherent in this job. Duties, responsibilities and activities may change at any time with or without notice.
Skills Required
- Minimum 3-5 years experience in sales administration, accounting, escrow administration, inventory management, or related function.
- Previous experience supervising or leading a team.
- Experience with reconciliations, audits, or financial reporting.
- Proficiency with Microsoft Office applications, particularly Excel.
- Strong leadership, organizational, analytical, and communication skills.
- Ability to manage multiple priorities and deadlines and work independently while collaborating across departments.
- Experience in timeshare, hospitality, real estate, escrow, or vacation ownership industries.
- Knowledge of HGV systems and timeshare sales processes.
- Advanced Excel skills including Pivot Tables, VLOOKUP/XLOOKUP, and data analysis.
What We Do
Grand Pacific Resorts owns and manages resorts, offering accommodations and access to resort activities. They are a leader in hospitality and vacation ownership, creating memorable resort vacations.
