Lead Coordinator - Document Management

About Westgate Resorts

Westgate Resorts stands as the largest privately held timeshare enterprise globally, with over 60 resorts situated in premier destinations such as Orlando, Las Vegas, Gatlinburg, Park City, and Myrtle Beach. Honored by U.S. News & World Report as among the Best Companies to Work For, the company nurtures a supportive and rewarding environment for its 9,000 employees, fostering professional growth. Since its inception in 1982, it has been delivering memorable vacations characterized by excellent service, innovation, and community commitment. Expansion through VI Resorts by Westgate now extends the company’s footprint to the Pacific Northwest, Hawaii, Canada, and Mexico. Join a team that cherishes passion, integrity, and excellence, contributing to lifelong memories.

Role Overview

The Lead Coordinator for Document Management plays an essential role in managing the day-to-day operations of the document management team. This entails organizing workflows, ensuring documents are processed timely and accurately, and aiding in deploying procedural changes. Acting as a primary liaison among team members and cross-department collaborators such as Corporate Sales Support and Remote Online, this role ensures all documentation requirements align with corporate standards efficiently.

Key Responsibilities

• Manage daily document processing activities to guarantee timely and precise completion.
• Function as the main contact for the document team, addressing queries, escalations, and workflow assistance.
• Collaborate with Corporate Sales Support and Closing Officers to ensure documentation completeness and punctual submission.
• Assist in enacting and carrying out departmental procedures and protocols.
• Oversee workflow queues, prioritize tasks to comply with deadlines and service expectations.
• Inspect documents for accuracy, thoroughness, and adherence to company standards.
• Assist in monitoring and reporting on team performance metrics.
• Recognize gaps in processes and suggest efficiency and quality enhancements.
• Offer informal coaching and guidance to team members on best practices and procedures.
• Handle bonus reporting, invoice review and processing, ensuring accurate and prompt completion of documents and approvals.
• Generate reports, monitor productivity and performance data, analyze trends, and provide operational insights and recommendations as needed.
• Create and update Standard Operating Procedures (SOPs), process documentation, and training materials to underpin team operations and compliance.
• Support leadership on process improvements, training initiatives, and special projects as necessary.

Qualifications

• Outstanding customer service and supervisory capabilities.
• Between 6 months to 1 year of relevant experience and/or education; supervisory experience is preferred.
• Strong organizational aptitude and time management skills.
• Competence in managing inventory and shipping logistics efficiently.
• Basic computer skills, particularly familiarity with Microsoft Office Suite.
• Excellent communication and interpersonal relations skills.
• Proven leadership ability to motivate a team toward achieving production goals.
• Meticulous attention to detail and precision in work output.

Additional Information

Benefits offered by Westgate Resorts include:

• Comprehensive health plans including medical, dental, and vision coverage.
• Paid leave for vacation, sick days, and personal time.
• Paid holidays.
• 401(k) plan with a generous company match.
• Daily pay options to access earnings promptly.
• Family-oriented benefits such as pregnancy, parental leave, and adoption assistance.
• Wellness programs supporting employee wellbeing.
• Flexible Spending Accounts (FSA).
• Tuition assistance programs fostering career advancement.
• Military leave.
• Employee Assistance Program (EAP) offering support during difficult times.
• Insurance options for life, disability, accidents, critical illness, and hospitalization.
• Pet insurance.
• Loyalty program granting discounts on travel and entertainment.
• Low-cost gym memberships.
• A scholarship program providing up to $40,000 for dependents of team members.
• Opportunities for career progression and community involvement.

Westgate Resorts is an Equal Opportunity Employer committed to providing accommodations to applicants with disabilities during the recruitment process upon request.

This summary provides an overview; actual duties and requirements may evolve with or without prior notice.