Catering Sales Associate | Full-Time | Seattle Aquarium

Oak View Group•Seattle, WA

5d•Onsite

About The Position

The Catering Sales Associate is responsible for supporting the Catering Sales team in coordinating private events and assisting with sales development at the Aquarium. This role assists with lead generation, client communication, event logistics, and administrative coordination to ensure successful event planning and execution. The Catering Sales Associate supports the full sales cycle, including managing incoming leads, assisting with client meetings, preparing event documentation, coordinating event details across departments, and ensuring accurate billing and follow-up. This position also plays a key role in maintaining sales tracking, supporting revenue growth, and delivering a high level of customer service.

Requirements

Associate’s degree or equivalent experience preferred.
1-2 years of experience in hospitality, catering, event coordination, or sales support preferred.
Ability to work flexible and sometimes demanding schedules (including nights, weekends, holidays and extended hours).
Experience with Microsoft Office products preferred.
Experience with Tripleseat, Social Tables, or similar event management software is a plus.
Strong organizational skills and attention to detail.
Excellent verbal and written communication skills.

Nice To Haves

Experience with Tripleseat, Social Tables, or similar event management software is a plus.

Responsibilities

Manage and respond to assigned incoming leads and maintain active leads.
Support lead generation efforts through outreach, follow-up, and outbound sales calls.
Assist with sales presentations, site tours, and client meetings.
Work with assigned clients to ensure all event needs and details are gathered and communicated effectively.
Effectively communicate all event information to appropriate departments and staff.
Develop floor plans using provided software.
Prepare and distribute Banquet Event Orders (BEOs) and ensure accuracy of event details.
Prepare and review event documentation for upcoming events, including will call, early arrivals, AV forms, and system updates.
Coordinate vendors utilized by event organizers and maintain accurate vendor records.
Ensure all required information, contracts, and documentation are received from clients in a timely manner.
Verify that all payments are received according to contracted schedules and follow up on outstanding balances.
Maintain accurate records of bookings, client communications, and event documentation across all systems.
Conduct regular audits of upcoming events to ensure all details are complete, including timelines, guest counts, payments, insurance, contracts, and vendor information.
Provide on-site event support as needed, including evenings and weekends.
Assist in updating sales materials and templates, including pricing, descriptions, and formatting.
Execute other operational or administrative duties as assigned.