Catering Admin Assistant

Primary Role and Requirements: 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