Administrative Assistant

Marriott Vacations Worldwide


Preferred Education And Experience

  • High school diploma
  • 2 years experiences in a guest services, front desk, or related Sales area OR
  • 2 years degree from an accredited university in Hotel management, Hospitality business Administration, or related major

Related Work Experience

  • At least 1 Year of related work experience

Supervisory Experience

  • No supervisory experience is required


Data entry

  • Referral Input: input referral lead in goldmine with full required information, distribute hard copy to ME and collect back, set alarm for duplicate referral.
  • Update record: when receiving additional information, i.e. country, address, telephone number, update the details in goldmine.
  • Update referral status: opt out, no contact information, not qualified, Language problem, etc.
  • New contract update: input new owner in goldmine as well as update existing record who becomes owners. Other assignment by Supervisor/Manager


  • Including checking availability, make tentative reservation, update reservation, confirm reservation, amend reservation as well as cancel reservation.
  • Reservation processes are related to different system, include Marsha, OTM, Goldmine and Excel sheet
  • Recheck reservation 2 days before arrival


  • Confirmation letter: Send confirmation letter with all information to guests who confirm their reservation.
  • Daily Production: Update number of production by ME, source code, room type, tour period, etc.
  • Office Supplies: maintain the stock levels of Stock office supplies

Unconfirmed booking

  • Check unconfirmed bookings (below 7 days and over 7 days)
  • Follow up with ME and set time for ME to confirm the reservation by settle date and time.
  • Monitor booking status, if booking is confirmed, then follow confirmation process but if booking is not confirmed, then release bookings.

Tour Coordinator

  • Check tour log with owner referral tour report (excel).
  • Print out tour log and distribute to reception as well as notify concerned department (owner referral and preview package).
  • Print OTM weekly tour report.
  • Check tour information in OTM against Owner referral tour report (excel).
  • Update information in Owner referral tour report (excel).

Welcome folder

  • Print reservation detail from MARSHA.
  • Print confirmation letter.
  • Put printed information in folder and distribute to Assigned ME.


  • Check arrival and departure
  • Distribute arrival and departure to concerned departments.
  • Prepare weekly transportation report for accounting.

Payment Processing

Charge of owner referral package (including extra night charge, surcharge, upgrade fee, etc):

  • Check charging details of each day
  • Process online charge
  • Send report to accounting
  • Send a receipt to guests via email (after accounting prepares the receipt for sending)

Singapore package

  • Check owner details
  • Verify referral history (check if the referral has toured)
  • Process reservation according to reservation process
  • Distribute copy to ME for follow up and confirm.

Safety and Security

  • company and department safety and security policies and procedures to ensure a clean, safe, and secure environment.

Policies and Procedures

  • Maintain confidentiality of proprietary materials and information.
  • Protect the privacy and security of guests and coworkers.
  • Follow company and department policies and procedures.
  • Ensure personal appearance is clean, hygienic, professional and in compliance with company policies and procedures


  • Discuss work topics, activated, or problems with coworkers, supervisor, or manager discreetly and quietly, avoiding public areas of the property.
  • Exchange information with other employees using electronic devices (e.g. mobile phones and email).
  • Speak to guests and co-workers using clear, appropriate and professional language.
  • Provide assistance to coworks, ensuring they understand their tasks.

Physical Tasks

  • Enter and locate work-related information using computers and/or point of sale systems.
  • Move, lift, carry, push, pull, and place objects weighing less than or equal to 4.5 kilograms without assistance.

Competencies, Basic Skills, Personal Characteristics

Personal Attributes

  • Integrity
  • Dependability
  • Positive Demeanor
  • Presentation
  • Stress Tolerance
  • Adaptability
  • Good hospitality skills; superior guest service and salesmanship

Interpersonal Skills

  • Interpersonal Skills
  • Interpersonal Skills
  • Customer Service Orientation
  • Diversity Relations
  • Team Work
  • Influence


  • English Language Proficiency
  • Communication skills, both verbal and written
  • Listening
  • Exceptional telephone skills
  • Applied Reading
  • Pubic speaking skills preferred but not mandatory
  • Form, Report and Log Completion

Analytical Skills

  • Learning
  • Computer Skills


  • Detail orientation

Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.

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