Work directly with the SVP, Architecture, Design & Construction in managing the daily administrative operation of the overall department. Coordinate relationships with internal management and outside design consultants, contractors and vendors. Provide global project coordination as needed for all new development projects, renovations and investments. Create and maintain computer-based and paper-based filing and organization systems for records, reports, documents and more. Generate consultant contracts, Prepare Contract Request Forms (CRF), Requests for Proposal (RFP) and generate synopsis of received proposals.
Record and monitor enacted entitlements, permits and contracts and assist with maintenance and periodic updates. Using PMWeb, maintain project files and Microsoft Project schedules relating to capital projects and renovations. Facilitate departmental orientation and introductions for new hires. Manage business travel arrangements for the SVP and other A&C leadership as required. Reconcile expenses (internal and external). Oversee, collate, and catalogue market research, project analysis and vendor/resource library. Transmit information or documents using a computer, mail, or facsimile machine. Operate standard office equipment other than computers. Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software. Compile, copy, sort, and file records of office activities, business transactions, and other activities. Enter and locate work-related information using computers.
Follow all company policies and procedures, ensure uniform and personal appearance is clean and professional, maintain confidentiality of proprietary information, and protect company assets. Welcome and acknowledge all guests according to company standards, anticipate and address guests’ service needs, assist individuals with disabilities, and thank guests with genuine appreciation. Speak with others using clear and professional language, prepare and review written documents accurately and completely, and answer telephones using appropriate etiquette. Develop and maintain positive working relationships with others, support team to reach common goals, and listen and respond appropriately to the concerns of other employees. Move, lift, carry, push, pull, and place objects weighing less than or equal to 30 pounds without assistance. Perform other reasonable job duties as requested.
Expected Contributions
A&C Department Operations
Prepare presentations of Architecture & Construction project deliverables for presentations.
Collate, catalog and process expenses for payment of all invoices and related data regarding administrative and project costs for the SVP, A&C Department and related roles and projects as needed.
Prepare Request for Proposals, forward to short-listed design consultants and contractors, receive all submitted proposals then prepare synopsis of those proposals including personal evaluation/comments.
Coordinate and participate in meetings with design consultants, general contractors and consultants to ensure consistency of message and maintain efficient, effective lines of communication documenting meeting action items.
Conduct market research, provide analysis and maintain library of qualified consultants, contractors and vendors.
Assist with maintaining and updating project entitlements, permits, budgets and schedules.
Coordinate distribution of Marriott Vacation Club brand standards to design consultants and potential business partners.
Use of Microsoft Project to support the department’s objectives.
Management Support
Be the first point for contact for A&C Leadership team, assisting with general Tier 1 / administrative queries for BAU items.
Oversee Architecture & Construction summer interns.
Facilitate the onboarding process, departmental orientation and training of new A&C hires.
Handle sensitive issues with associates and/or guests with tact, respect, diplomacy, and confidentiality. Escalate as required.
Help develop and maintain an A&C recognition program.
Administrative Support
Reconcile expenses for SVP and other department personnel (expense reports) and billing/submissions from design consultants, maintaining project costs in PMWeb as needed.
Schedule and coordinate meetings to include room booking, conference call settings, following up attendance and necessary equipment consisting of the monthly A&C department meetings, quarterly webinars, annual award programmes, engagement forums and other conferences, across multiple time zones.
Collaborate with other A&C Coordinators on data needed for SVP reports and presentations. Prepare agenda, presentation, and minutes.
Department communications development & distribution.
Develop and publish regularly scheduled field communication (email, newsletters, etc.).
Develop and publish ad-hoc field communication (email, news articles, presentations, yammer posts, etc.).
Team Mailbox monitoring for A&C project related questions.
Partner with the Communication team on the development and maintenance of A&C TRIP (Intranet) pages.
Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc.
Welcome internal and external guests.
Prepare and process timesheets, complete expense reports and process invoices.
Screen, sort and distribute all incoming mail and packages to appropriate personnel.
Coordinate all appointments and meetings for senior staff members.
Book time and cost-efficient travel for the SVP and assigned staff members; create travel itineraries as required.
Speak to visitors and co-workers using clear, appropriate, and professional language.
Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.
Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness.
Talk with and listen to other employees to effectively exchange information.
Support all co-workers and treat them with dignity and respect.
Develop and maintain positive and productive working relationships with other employees and departments.
Partner with and assist others to promote an environment of teamwork and achieve common goals.
Handle sensitive issues with employees and/or guests with tact, respect, diplomacy, and confidentiality.
Pack and un-pack large items.
Move, lift, carry, push, pull, and place objects weighing less than or equal to 30 pounds without assistance.
Maintain confidentiality of proprietary materials and information.
Follow company and department policies and procedures.
Perform other reasonable job duties as requested.
Candidate Profile
Education:
High school diploma/G.E.D. equivalent.
Experience
5 years of related work experience in the Real Estate Development, Architecture or Construction field preferred.
Skills & Attributes
Administration
Maintaining Confidentiality
Analytical Skills
Computer Skills
Learning
Decision-Making
Problem Solving
Communications
Good written and verbal communication skills
Listening
English Language Proficiency
Applied Reading
Writing
Telephone Etiquette Skills
Computer Skills
Strong Microsoft Office Skills (working knowledge of 365 suite an advantage)
Working knowledge and use of Microsoft Project.
Proficiency in Microsoft Excel, SharePoint and Teams
Working knowledge of MVW travel booking tools
Interpersonal Skills
Diversity Relations
Interpersonal Skills
Teamwork
Ability to Build Strong Relationships with Regional/ Field Leadership
Organization
Multi-Tasking
Time Management
Detail Orientation
Planning and Organizing
Working knowledge of global travel and expense tools and procedures required
Personal Attributes
Integrity
Dependability
Positive Demeanor
Presentation
Stress Tolerance
Adaptability/Flexibility
Initiative
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