Dissolution Services Coordinator

Position Summary/ Objective:

Under the direction of the Vice President of Resort Operations, the Dissolution Services Coordinator will be responsible for providing day-to-day coordination and administrative support for resort dissolution, deannexation, title-clearance, owner-voting, deed-processing, distribution, and closeout activities. The position maintains accurate owner and title records, coordinates recurring communications and document workflows, and helps keep multiple long-term projects organized, timely, and transparent. The successful candidate is highly detail-oriented, dependable, comfortable working with sensitive information, and able to manage a large volume of owner-specific tasks while providing professional service to owners, board members, internal teams, and outside partners. Associate will work independently or in a team under little to no supervision. This position relies on good judgment to perform the functions of the job.

Primary Essential Functions:

• All associates are obligated to support and uphold the values, expectations, policies, and procedures of Grand Pacific Resorts as outlined in the Employee Handbook.
• Provide administrative coordination for multiple resort dissolution and deannexation projects by maintaining task lists, calendars, trackers, files, and follow-up reminders based on priorities established by leadership.
• Enter, update, and reconcile owner, interval, title, document, and project information using county records, title-company reports, resort rosters, SPI, Salesforce, and other approved systems.
• Receive, organize, name, file, and log title searches and supporting documents; identify incomplete information and route title defects or other exceptions to the appropriate project lead for review.
• Prepare routine Special Warranty Deeds, deed-back documents, owner correspondence, recording packages, mail merges, and related project materials using approved templates and instructions.
• Track documents through preparation, mailing, signature, notarization, correction, recording, rejection, and confirmation; update approved systems and notify the project lead when follow-up or review is needed.
• Support owner outreach by email, mail, certified mail, and telephone; document responses, update follow-up dates, maintain returned-mail records, and prepare unresolved-owner and campaign-status lists.
• Provide administrative support for owner-vote activities, including list preparation, data validation, mailings, communication schedules, response entry, document filing, and record retention.
• Receive and route payment, deed-in-lieu, probate, title, legal, tax, and distribution questions to the appropriate internal resource; document referrals and follow-up status.
• Provide scheduling, document, and follow-up support for communications with legal counsel, title companies, county recording offices, escrow personnel, call-center teams, resort teams, and other project partners.
• Compile information from approved trackers and systems to prepare draft status summaries, exception lists, production reports, and board-reporting support for leadership review.
• Provide administrative support for distribution and closeout activities, including tax-form tracking, contact documentation, owner-list updates, final outreach, file organization, and records retention.
• Follow established procedures and suggest practical improvements to templates, trackers, checklists, filing methods, and recurring administrative workflows.
• Maintain the confidentiality of owner, financial, legal, and project information and follow company policies and approved document-handling procedures.
• Perform other administrative, title-support, owner-service, data-entry, filing, and project-coordination duties as assigned.
• Responsible for conducting all responsibilities in a professional and ethical manner.
• Responsible for maintaining a consistent, regular attendance record.
• Adhere to performance standards, company policies and procedures, as they relate to the department.

Education, Skills & Experience:

The ideal candidate must be a detail oriented, thorough, and professional individual who consistently provides exemplary customer service to guests, owners, management and associates.

• High school diploma or equivalent required. Additional education or training in business administration, real estate, title services, legal administration, or a related field is preferred.
• One or more years of administrative, data-entry, document-processing, title, real estate, escrow, hospitality, owner-service, or project-support experience preferred.
• Experience maintaining detailed records, processing documents, entering data, and handling confidential information is preferred.
• Excellent organization, follow-through, time management, and attention to detail, with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills and a professional, service-oriented approach with owners, board members, colleagues, and business partners.
• Ability to review information for completeness and consistency, identify exceptions, and escalate questions appropriately.
• Proficiency with Microsoft Outlook, Word, Excel, Teams, and other business systems; experience with Salesforce, property-management systems, document-management tools, or title records is preferred.
• Ability to follow written procedures, complete recurring tasks independently, ask questions when needed, and work cooperatively with internal teams and outside partners.
• Prior timeshare, vacation ownership, HOA/association, title, deed, escrow, or county-recording experience is helpful but not required.

Core Competencies:

Accountability

• Owns assignments, follows through on commitments, meets deadlines, and promptly communicates risks or delays.

Attention to Detail

• Maintains accurate owner, title, deed, communication, and distribution records and performs quality-control checks.

Integrity & Confidentiality

• Handles sensitive information responsibly and communicates openly, accurately, and professionally.

Administrative Organization

• Maintains orderly files, trackers, calendars, and follow-up lists across concurrent projects.

Communication & Service

• Explains next steps clearly, listens carefully, and treats owners, boards, associates, and partners with respect.

Problem Solving

• Identifies missing or inconsistent information and promptly routes questions or exceptions to the appropriate resource.

Collaboration

• Provides dependable administrative support and works effectively with Resort Operations, Owner Services, Legal, Finance, IT, resort teams, and outside partners.

Continuous Improvement

• Suggests practical improvements to recurring administrative tasks while following approved procedures.

Additional Eligibility Qualifications Required:

• Must be available to work various shifts including weekends and holidays.
• Must be able to successfully pass applicable auditions or skill testing, background check, physical examination and drug screening test.
• Ability to speak, read, and understand English sufficiently to communicate with owners, colleagues, and business partners and to review routine business documents.
• Ability to prepare clear routine correspondence, reports, tracking notes, and status updates.
• Ability to maintain reliable attendance and meet the scheduling requirements of a full-time position.

Physical, Environmental & Other Requirements:

• Work is primarily performed in an office environment and requires extended periods of sitting and computer use.

• Must be able to stand and/or walk for up to 8 hours.

• Must also be able to sit, stoop, kneel, crouch and crawl.

• Must frequently lift and/or move up to 10 pounds and occasionally required to lift and/or move up to 25 pounds.

• Clear vision (close, distant and depth perception) is needed for navigating office and all other buildings within the resort.

• Reasonable accommodations may be provided to enable qualified individuals to perform the essential functions of the position.

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 does not list all the duties of the job. You may be instructed by upper management to perform other tasks or functions.
• You will be evaluated in part based upon your performance of the tasks listed in this job description and your ability to commit to the Standards of Excellence.
• Management has the right to revise this job description at any time.