Job Description

As Receptionist/ Sales Assistant, you will provide administrative support to the Sales Team and Executive Leadership. This position will focus on supporting Company initiatives to drive revenue, meet and exceed sales team goals, and provide exceptional hospitality to our team and guests. Offering our guests unparalleled creative cuisine, gracious service, and an unwavering commitment to quality and innovation, ensuring that every detail is tailored to perfection.

Essential Duties & Functions: 

Responsibilities include but are not limited to:

• Uphold the high standards of Colette’s Catering & Event’s handbook and policies.
• Represent and uphold Colette’s Catering core values: Graciousness, Collaboration, Passion, Innovation, Commitment, and Integrity.
• Provide administrative support, professionally directing the flow of information and visitors of the corporate office.
• Work with a sense of urgency and duty to actively complete work assignments with detail, accuracy, and a focus on the customer experience.
• Support Sales Initiatives through collaboration, research, and reporting methods.
• Provide inquiries and leads responses with team in an enthusiastic and timely manner, providing prospective and existing clients with information regarding available menus and venue packages.
• Provide excellent customer service and expertise to clients through account lifecycle, ensuring customer satisfaction and retention.
• Support Sales Team with event lifecycle to gather all necessary information to ensure event setup & execution details are accurate and all information is efficiently communicated to the staff.
• Qualify incoming calls and gather necessary information from clients to assist in menu planning, floor plans, room setup and décor.
• Support Venue relationships and records for current contacts, rental pricing, venue requirements and availability.
• Assist Catering Sales Managers in administrative duties such as organizing files, work area and office equipment,
• Support Sales Managers in conducting tastings, designing floorplans, layouts, timelines, and general event development.
• Support collection of client feedback and aid in the Service Recovery process by proactively resolving guest issues and notifying the supervisor on duty.
• Manage Venue Calendars across all platforms.
• Support Software updates through data entry, maintenance, and support to team members.
• Attend and participate in scheduled sales team and weekly BEO review meetings, assist with maintaining reporting methods.
• Strong collaboration with all departments necessary.
• Other duties as assigned by Director of Sales and the Executive Leadership Team.

Routine Duties:

· Upbeat and attentive assistance for clients and prospects, both in office and at events.

· Answer phones and emails, completing inquiry forms, then direct to appropriate reps or departments in a timely manner,

· Schedule appointments, site visits, tastings, and client and staff meetings in Outlook and Google Calendars,

· Change order processing, posting orders, finals counts and processing payments.

Minimum Qualifications

The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Minimum High School education.
• College degree in Business Administration, Marketing, Management, Hospitality or other business-related field. Bachelor’s degree preferred.
• Minimum 3 years of experience within the hospitality industry.
• Ability to read and comprehend instructions, correspondences, and memos; ability to write business correspondences and set up contracts and function sheets.
• Ability to professionally present promotional materials to prospective customers, and to effectively communicate and coordinate with catering, kitchen staff, and outside vendors.
• Ability to calculate figures and amounts such as discounts, interest, commissions, percentages, contract markups and profitability.
• Computer literacy Microsoft Word, Excel, PowerPoint, CRM and sales/event management programs.
• Basic knowledge of financial management disciplines including, but not limited to – gross profitability, budget design and management, financial analysis, and return on investment.
• Be able to work both independently and in a team environment, minimally supervised.
• Maintain strong organizational, time management, & communication skills.

Schedule will primarily be business office hours Monday – Friday, with occasional support to events on nights and weekends. Overtime to be pre-approved.

Physical Demands and Work Environment

  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand. The employee is occasionally required to sit; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; and twist, bend, stoop, kneel, crouch, or crawl. The employee must occasionally lift, move, push, and/or pull up to 25 pounds. The employee must frequently use a computer and other special operating equipment. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus. Tasting and smelling abilities are required occasionally to distinguish with a degree of accuracy, differences or similarities in intensity or quality of flavors and/or odors. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts, airborne particles, and hot liquids. The noise level in the work environment is usually moderate. 

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