Catering Admin Assistant

ETC•Santa Monica, CA

19h•$33 - $35

About The Position

Assist the Director & Associate Director of Catering Sales with daily administrative duties and client communication.

Strong Communication skills for clear, professional interaction with clients, vendors, and internal teams.
Training and understanding of Opera and Delphi
Able to work in a fast-paced environment, meeting deadlines and completing tasks as requested
Proficient in Excel, Word & Outlook

Act as lead catcher for all Catering inquiries and assign these to the correct Sales Manager
Enter inquiries and booking leads to Excel Spreadsheet, capturing all event details
Complete RFPs in Cvent, LA Tourism, and additional booking platforms
Responsible for booking and Coordinating all In House Meetings for both Shutters on The Beach and Casa Del Mar with expediting BEO’s
Answer client phone calls and inquiry emails in a professional manner
Respond, meet with, and/or tour space with clients when managers are not available.
Create Catering Event Files for all events once contracts are completed by Sales Managers.
Coordinate billing and deposits for all Catering Events with Accounting department
Create and send invoices for deposits to clients when requested
Send out countersigned contracts, and receipts of deposits to all contracted clients upon completion.
Turn Files over for MSE assignment to Director of Meetings & Special Events
Coordinate and Send amenities for Sales Managers upon request
Conduct competitive set calls as needed
Update all Catering documents as needed
Assist with all promotional items and host events by Sales department
Cross Support all assistants in Sales, Catering & MSE when needed
Assist MSE Adm. With Daily BEO Distribution & Reader boards/Door Cards
Weekly Distribution of Ten-Day event schedule to all necessary departments