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.