Catering Admin Assistant

Catering Sales Administrative Assistant

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

Catering Sales Administrative Assistant Responsibilities:

• Strong communication skills for clear, professional interaction with clients, vendors, and internal teams.
• 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
• Training and understanding of Opera and Delphi
• Able to work in a fast-paced environment, meeting deadlines and completing tasks as requested
• Cross support all assistants in Sales, Catering & MSE when needed
• Proficient in Excel, Word & Outlook
• Assist MSE Adm. With Daily BEO Distribution & Reader boards/Door Cards
• Weekly Distribution of Ten-Day event schedule to all necessary departments