Sales Concierge (Catering/Event Planning)

The Sales Concierge is a key staff support position at Catering by Michaels, providing event and administrative support to multiple departments. The Sales Concierge must be able to work independently, be highly motivated and flexible, a self-starter, be extremely accurate, be quality focused, and be able to handle multiple deadline pressures. This position reports to the Director of Sales.

Specific Responsibilities:

GENERAL OFFICE SUPPORT (85%)

Areas of focus to include:

• Answer a high volume of calls and web chats responsively and professionally
• Track all phone, email, and chat inquiries for sales team reference
• Greet clients, vendors, and guests and ensure their comfort
• Provide administrative assistance to include filing, copying, faxing, maintaining administrative documents
• Assist in the follow-up of phone calls and email leads
• Confirm scheduled appointments, tastings, planning sessions and meetings
• Request and distribute Certificates of Insurance and Licenses as needed
• Submit ads for donations and advertising
• Process all donation and gift certificate requests and maintain request log
• Receive all customer returned items and log them as required
• Database management in Outlook and Caterease programs
• Create and prepare emails and letters
• Keep the telephone, voicemail and background music current and make periodic updates
• Cross train on Accounts Receivable tasks including customer invoicing, cash receipts, and bank deposits
• Event menu signage creation
• Prepare materials for tastings to include welcome signs and menu cards
• Team player with a highly professional presence and ability to interact on behalf of the company with internal and external clients
• Maintain general appearance and inventory of reception and conference areas
• Maintain readiness of meeting rooms to include signage, beverages, A/V systems
• Capacity to function in high stress situations attributable to tight deadlines and client needs
• Maintain confidentiality
• Willingness and ability to work overtime (when necessary)

OPERATIONS ADMINISTRATIVE SUPPORT (10%)

• Support Operations Department with strategic planning for periods of increased business, including holidays and special events

OTHER TASKS AS ASSIGNED (5%)

• Assist in and manage special projects as assigned by the Senior Management Team
• Work as an event staff member in the field

Associated Responsibilities:

• Establish effective relationships that result in working closely with Sales and Operations teams
• Correlate, consolidate and edit materials submitted by others, organizing and verifying material which may be delivered in draft format

Reporting Relationships This position reports directly to the Director of Sales & Marketing and in their absence to the Director of Operations and interfaces regularly with members of sales and operations staff departments.

CANDIDATE PROFILE Experience and Personal Attributes

• Associate's degree from an accredited institution
• Ability to work daily with the Microsoft Office Suite.
• Experience working with Caterease highly desirable, but not required
• MUST demonstrate a passion for the hospitality industry
• MUST have a very professional image and demeanor
• MUST be able to organize time on daily basis and handle multiple projects continually and meet daily deadlines
• MUST have exemplary writing skills necessary to ensure effective written communication with internal and external customers