Sales Catering Administrator

Sales & Catering Administrator

The Sales & Catering Administrator assists the sales team by accurately and efficiently performing the execution and coordination of all sales & catering functions. Provides assistance in the sales process by qualifying and booking inquiries when appropriate. The Sales & Catering Administrator reports directly to the Director of Sales & Marketing.

Core Responsibilities:

• Perform job according to standard operating procedures
• At all times provide professional hospitality to all guests and clients
• Answer telephone inquiries, accurately transfer calls to appropriate Sales/Catering Associate, and take accurate and detailed messages
• Assist in the sales effort by qualifying and when appropriate booking the business of pop up inquiries
• Assist the sales team in the area of telephone prospecting and outside sales blitzes by contacting the clients from an established list developed by the sales team
• Assist sales team retrieving rooming list, deposits and banquet guarantees when needed
• Create banquet room door signs for groups in meeting rooms as well as maintain the reader board in the lobby with all group functions
• Order office supplies for sales office as directed by DOS
• Prepare sales kits for sales team
• Complete Sales Proposals, Contracts, BEOs and Banquet Checks
• Make copies of room contacts, group resumes and rooming lists, BEO's, daily reports and client evaluation forms and other items as required; distribute to the appropriate departments
• Maintain office filing system
• Efficiently sort and distribute mail for the hotel
• Assist sales and catering associates as needed
• May perform additional duties as required

Knowledge, Skills & Competencies:

• Ability to work independently, prioritize work and ask for clarification when needed
• Strong work ethic
• Excellent oral and written communication skills
• Proficiency with MS Word, Excel and PowerPoint
• Excellent organizational and time management skills, ability to take initiative and handle multiple projects simultaneously
• Accuracy, attention to detail and the ability to proof own work

Physical Requirements (In-Office Role): Ability to work in a standard office environment. Prolonged periods of sitting at a desk and working on a computer. (6-8 hours a day) Occasional standing and walking throughout the workday. Frequent fine motor skills, use of hands and fingers for keyboarding/typing, utilizing a mouse or trackpad, writing, and operating office equipment. Ability to communicate effectively verbally and in writing. Occasionally required to stand, walk, bend, reach, or carry items. Ability to lift and/or move 10–25 pounds as needed (e.g., files, office supplies). Visual ability to read from a computer screen and printed materials including close visual focus for extended periods and color differentiation (for certain roles). Ability to hear and participate in conversations and meetings, use phone and/or headset. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.