Team Member Services Assistant

$20 - 24 / hour

About Westgate Resorts
Westgate Resorts provides a diverse range of vacation experiences. From sandy beaches on the Atlantic Ocean to snow-covered Utah mountains, families can affordably experience the country's most desirable vacation destinations. A world leader in the timeshare and hospitality industry, Westgate has resorts in Florida, Tennessee, South Carolina, Missouri, Utah, Nevada, and Arizona. Westgate meets every vacation expectation, for every family, for every budget. As we continue growing, we will continue offering the best and most-affordable vacation options out there!

The Team Member Services Assistant performs a range of administrative tasks in support of the Team Member Services (TMS) department. This role is responsible for maintaining Team Member records, coordinating internal communications, assisting with Team Member inquiries, and handling confidential information with discretion and integrity.

Additionally, the person must possess and adhere to the following core company values:

• Integrity
• Passion
• Work Ethic

Essential Duties and Responsibilities

Administrative Support

• Greet Team Members and provide support as needed.
• Act as the primary contact for the TMS office and liaison for corporate partners such as Benefits and Payroll.
• Order office supplies, labor law posters, brochures, etc.
• Maintain forms inventory.
• Verify completion of company pre-boarding requirements (policy acknowledgments, I-9, WOTC application, etc.).
• Maintain electronic and paper I-9 records and assist with audits as needed.
• File and organize physical and digital documents.
• Assist with document/file retrieval for Employee Relations and subpoenas.
• Verify completion of Team Member acknowledgments (job descriptions, policies, etc.).
• Perform timekeeping functions for assigned departments.
• Onboard TMS new hires (set up access, order office supplies, etc.).
• Keep the office neat and organized.

Communication

• Create and submit communications for internal postings.
• Compose and send correspondences to current and former Team Members (employment verifications, No Call/No Show letters, baby blankets, etc.).

Financial Administration

• Review, code, and submit invoices for approval in Oracle Fusion.
• Maintain expense records and prepare expense reports.
• Submit credit card expense reports monthly.

Event Planning & Coordination

• Assist with coordinating and facilitating New Hire Orientation and Benefits meetings.
• Assist in organizing Team Member engagement activities and events.
• Coordinate travel arrangements for the TMS department as needed.

Project Assistance

• Assist with the preparation of reports and presentations.
• Provide administrative and project support to the TMS Project Manager and VP of TMS when needed.
• Assist with the preparation of HR reports and documentation for audits and other compliance-related activities.

• Experience in an administrative or HR Coordinator role.
• Familiarity with an HRIS system is a plus, with ADP preferred.
• Familiarity with an electronic filing system is a plus, with ImageQuest preferred.
• Experience with Oracle Fusion is a plus.

• Education & Certifications

• An Associate's degree (A.A.) or equivalent from a two-year college or technical school in Business Administration with a Human Resources focus, along with one to two years of related experience and/or training, is required; or an equivalent combination of education and experience.

• Skills/Knowledge

• Ability to maintain professionalism and confidentiality at all times.
• Strong organizational, prioritization, and time management skills.
• Attention to detail.
• Excellent interpersonal, verbal, and nonverbal communication skills.
• Strong work ethic and integrity.
• Intermediate proficiency in Microsoft Office.
• Bilingual (English and Spanish) is a plus.

Why Westgate?

• Comprehensive health benefits – medical, dental and vision
• Paid Time Off (PTO) – vacation, sick, and personal
• Paid Holidays
• 401K with generous company match
• Get access to your pay as you need it with our Daily Pay benefit
• Family benefits including pregnancy, and parental leave and adoption assistance
• Wellness Programs
• Flexible Spending Accounts
• Tuition Assistance
• Military Leave
• Employee Assistance Program (EAP)
• Life, Disability, Accident, Critical Illness & Hospital Insurance
• Pet Insurance
• Exclusive discounts for Team Member (i.e., hotels, cruise, resorts, restaurants, entertainment, etc.) 
• Advancement & development opportunities
• Community Involvement Programs

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.