The Leaflet logo
The Leaflet

An independent platform for cutting-edge, progressive, legal, and political opinion.

VIP Operations Specialist

Location

Florida

Posted

2 days ago

Salary

0

Seniority

Mid Level

Associate Degree2 yrs expExperience acceptedEnglish

Job Description

VIP Operations Specialist

The Leaflet

• Support the planning, execution, and coordination of VIP marketing campaigns, promotions, events, and operational initiatives. • Assist the VIP Marketing Projects Manager with project planning, timelines, deliverables, and cross-functional communication. • Track project milestones and provide regular status updates to leadership. • Prepare project documentation, reports, presentations, and Standard Operating Procedures (SOPs). • Coordinate operational logistics for VIP marketing initiatives and departmental projects. • Identify opportunities to improve operational workflows and recommend process enhancements. • Manage and maintain VIP operational data across Salesforce, Blackthorn, and Spoke Phone, ensuring data integrity and consistency. • Build, launch, and manage Salesforce campaigns supporting VIP communications, promotions, events, and marketing initiatives. • Conduct routine audits of CRM data to identify inconsistencies and maintain data quality. • Troubleshoot Salesforce-related issues, submit IT support tickets, and monitor resolution through completion. • Support system testing and implementation of new CRM functionality and operational enhancements. • Maintain documentation of CRM processes, workflows, and system updates. • Reconcile daily and monthly property comp reports, identifying discrepancies and communicating findings to Finance and Revenue teams. • Maintain accurate budget tracking reports and dashboards for leadership. • Assist with invoice tracking and reconciliation to ensure timely processing. • Partner with Finance to communicate budget variances and support forecasting efforts. • Track departmental budgets against forecasts, including event expenses, ticket allocations and ticket blocks, vendor invoices, one-off ticket requests, marketing, and operational expenditures. • Maintain and troubleshoot Slack workflows supporting VIP operations and internal communications. • Manage and maintain Zapier integrations and automated Slack notifications. • Update and maintain host contact tables that support Slack workflows and automated alerts. • Partner with Loyalty Operations to ensure shared contact tables remain accurate and operational. • Monitor workflow performance and proactively identify opportunities for automation and operational improvements. • Coordinate onboarding activities for new VIP team members under the direction of department leadership. • Support continuous improvements to the department's onboarding and intake process. • Assign learning paths and required training through Udemy Business or other Learning Management Systems. • Monitor training completion and distribute recurring compliance reports. • Partner with Learning & Development to maintain current training content and documentation. • Maintain onboarding guides, departmental documentation, and operational resources. • Support department reporting, audits, and operational initiatives. • Coordinate communication between stakeholders to ensure projects remain on schedule. • Assist leadership with special projects and operational initiatives as assigned. • Serve as a liaison between VIP Marketing and internal departments, including: Finance, Revenue Management, Loyalty, Information Technology, Learning & Development, Marketing.

Job Requirements

  • Proficiency in Salesforce CRM, including campaign creation, reporting, and data management.
  • Experience working with Salesforce-integrated platforms such as Blackthorn and Spoke Phone, or the ability to quickly learn new systems.
  • Working knowledge of Slack, including Workflow Builder and channel administration.
  • Experience using automation platforms such as Zapier.
  • Advanced proficiency in Microsoft Excel and/or Google Sheets, including formulas, pivot tables, reconciliation, and reporting.
  • Experience with Learning Management Systems such as Udemy Business or similar platforms.
  • Strong aptitude for learning new technologies and business systems.
  • Exceptional organizational and time management skills with the ability to prioritize competing deadlines.
  • Strong analytical and problem-solving skills with excellent attention to detail.
  • Ability to identify discrepancies, analyze operational data, and recommend solutions.
  • Excellent written and verbal communication skills.
  • Ability to work independently while effectively collaborating across multiple departments.
  • Strong customer service mindset when supporting internal stakeholders.
  • Adaptable and comfortable working in a dynamic, fast-paced environment.
  • Demonstrated ability to maintain confidentiality and exercise sound judgment.

Benefits

  • Competitive pay and benefits
  • Flexible vacation allowance
  • A hybrid / remote working environment
  • Startup culture backed by a secure, global brand

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