Catering Sales Administrative Assistant

Zota Beach Resort•Longboat Key, FL

About The Position

The Catering Sales Administrator provides essential administrative and organizational support to the Catering Sales/Events Manager. This roll assists with coordination events, managing client communications, preparing proposals and contracts, and ensuring accurate documentation throughout the sales and event life cycle. The Catering Sales Admin acts as a liaison between The Event Manger, clients and operations to help deliver seamless hit-quality events while supporting revenue and customer satisfaction.

Requirements

Ambitious and dedicated team member with excellent organizational skills and keen attention to detail
Supportive and reliable team member
General office and administrative skills to assist in the processing of departmental work flow
Excellent verbal and written communication skills for interaction with a variety of people inside and outside of organization
Ability to access and accurately input information into a computer and software systems
Professional phone skills to effectively communicate to clients
Proficient in Outlook and Microsoft Office to include Word, Excel and PowerPoint

Nice To Haves

Proficient in Opera and Salesforce (not required but a plus)

Responsibilities

Contact clients to answer inquiries or obtain missing information
Maintain and update sales and customer records
Distribute leads and maintain lead log
Type all correspondence pertaining to sales & catering such as proposals, emails, turnovers and customer correspondence
Performs catering support duties and aids in managing accounts to achieve highest guest satisfaction
Communicate important feedback from customers internally
Handles the distribution of arrangements for VIP clients, including upgrades, delivery of amenity and note card and coordinating with other departments
Performs miscellaneous routine administrative functions to assist the catering department in daily work flow including, but not limited to, work processing, pricing updates, ordering and maintaining sales materials supplies, etc
Prepare letters, memos, and other documents using word processing, spreadsheet, and database software
Assist with the organization of projects and other duties.
Handle incoming and outgoing mail, including check logs
Printing daily reports and compiling weekly, monthly and annual reports when required
Ensures that catering collateral is always available at Front Desk and Catering Office
Create and maintain filing and organization systems for records, reports, documents, etc
Maintain high standards of personal appearance and grooming in compliance with Opal Sands Resort standards
Maintain regular timely attendance (Monday – Friday with 40 hour work week) in compliance with Opal Sands Resort standards