Inside Sales Representative

Position Overview

The Inside Sales Coordinator leads San Francisco Cocktail Club’s institutional clients, ensuring that every client commitment is accurately documented, thoroughly planned, and successfully delivered.

This role owns the connection between client communication and event execution—from the sales handoff or initial house-account inquiry through proposal updates, detailed production planning, warehouse preparation, and event completion.

Approximately 90% of the role focuses on event production, operations, client communication, and team leadership. Approximately 10% focuses on marketing, industry engagement, and business development.

Client Communication & Sales Handoffs

For events originated by the sales team, production assumes ownership of client communication when sales posts “handing over to production” in Slack.

Responsibilities include:

• Acknowledge the handoff and review the signed proposal, client communication history, and outstanding information.
• Serve as the client’s primary operational contact through event completion.
• Coordinate event details, answer questions, and discuss necessary add-ons, additions, removals, or other adjustments.
• Ensure all event-related client communication is conducted through email in Zendesk. Text messages and phone calls must not serve as the channel for requesting, approving, or confirming event changes.
• If a request arrives by text or phone, move the discussion into Zendesk and obtain written client confirmation before treating it as an approved change.
• Confirm changes through Zendesk and provide an updated Flex Catering proposal link reflecting the revised scope and any pricing adjustments.
• Obtain and document the client’s approval of the revised proposal before releasing changes for execution.
• Ensure approved changes are reflected in the pick list, production instructions, and all affected team handoffs.

House Account Management

Responsibilities include:

• Manage initial inquiries, client communication, proposals, approvals, production planning, operational execution, and follow-up.
• Prepare and revise proposals in Flex Catering.
• Identify client needs and coordinate appropriate services and add-ons.
• Apply the same written communication, proposal confirmation, and change-control standards used for sales-originated events.
• Maintain strong client relationships through consistent communication and reliable execution.

Zendesk Management

Responsibilities include:

• Ensure every ticket has a responsible team member, an accurate status, and a clear next action.
• Delegate communication responsibilities while retaining accountability for response quality, follow-through, and resolution.
• Establish response-time standards, ticket assignment procedures, coverage arrangements, and escalation practices.
• Monitor open and pending tickets so unanswered questions, client approvals, and production changes are resolved before event deadlines.
• Ensure tickets are not closed until the client’s request has been addressed and any resulting operational updates have been completed.
• Maintain a complete, accessible written record so sales, production, warehouse, and event teams work from the same approved information.

Event Production & Execution Accuracy

The Event Production & Operations Manager is accountable for ensuring that every approved client requirement is translated into the materials, quantities, instructions, and logistics needed for successful execution.

Responsibilities include:

• Reconcile signed proposals, contracts, and client information in Flex Catering with communications in Zendesk, including subsequent changes and special requests.
• Translate each event’s scope into a complete, itemized warehouse pick list specifying every physical item and quantity required for the event. The van itself is the only physical item excluded from the pick list.
• Ensure pick lists account for beverages, ingredients, garnishes, ice, glassware, disposables, equipment, tools, signage, and all other required supplies.
• Maintain clear event instructions for requirements that cannot be communicated through a pick list alone, including setup, service timing, presentation, venue access, and client preferences.
• Establish and oversee a documented review and approval process before production documents are released to the warehouse and event teams.
• Resolve missing information, conflicting instructions, and operational concerns before they affect preparation or service.
• Manage revisions after release, ensuring outdated documents are replaced and affected teams confirm receipt and implementation of changes.
• Coordinate event readiness with sales, warehouse, staffing, and event leads, including schedules, equipment availability, transportation, and venue logistics.
• Lead operational problem-solving during events.
• Conduct post-event reviews, identify the causes of errors, and implement corrective actions to prevent recurrence.

Measures of Success

The operating goal is 100% accurate execution of approved client commitments. Performance will be evaluated through:

• The percentage of events completed without production-related omissions, incorrect quantities, or missed requirements.
• Timely acknowledgment and ownership of sales-to-production handoffs.
• Consistent adherence to Zendesk response and follow-up standards.
• Event changes documented in Zendesk, reflected in updated Flex Catering proposals, and approved by clients.
• Completion of documented production reviews before warehouse release.
• Timely delivery of accurate pick lists and event instructions.
• Confirmation that approved changes reach and are implemented by every affected team.
• Reductions in emergency purchases, replacement deliveries, rework, and recurring production errors.
• Improvements in preparation time and event capacity without sacrificing quality.
• Team development, clear accountability, and consistent use of documented procedures.
• Complete ownership and follow-through for house accounts.
• Relevant industry engagement, relationship development, and qualified opportunities shared with sales.

Accuracy reporting will distinguish production planning errors from warehouse packing and onsite execution errors so corrective action addresses the source of each issue.

Experience & Capabilities

• Experience managing event production, catering operations, hospitality operations, or similarly detailed projects.
• Strong ability to translate client expectations into precise tasks, quantities, timelines, and instructions.
• Demonstrated team leadership and effective coordination across departments.
• Strong client communication and account management skills.
• Strong spreadsheet skills and confidence learning and improving operational software.
• Ability to build practical systems while managing active event demands.
• Clear communication, sound judgment, attention to detail, and consistent follow-through.

The role also requires occasional evening or weekend availability to support event operations and attend industry functions.

Reporting Structure

This position will report directly to the company’s General Manager and will work side by side with the company’s founder and sales team to ensure what's being sold can be executed. 

Benefits

The offer includes a 401(k) retirement plan, health insurance, dental insurance, and additional employee benefits. Plan details, eligibility requirements, and effective dates will be provided in the offer materials.

Schedule Days: Monday, Tuesday, Wednesday, Thursday, Friday Shifts: Day Occasional evening or weekends