Job Title: Sales Administrator

Reports to: Senior Sales Manager

Overview:

As a Sales Administrator for Sodexo Live! at Shedd Aquarium, you will play a pivotal role in supporting our sales team and ensuring the smooth execution of events at one of Chicago's most iconic attractions. You will provide essential administrative assistance, coordinate event logistics, and serve as a key point of contact for clients, helping to create unforgettable experiences for our guests. This position offers an exciting opportunity to work in a dynamic environment and contribute to the success of events that showcase the beauty and wonder of marine life at Shedd Aquarium. Join us in creating extraordinary moments for our clients and guests!

Responsibilities:

Administrative Support:

• Assist the sales team with administrative tasks such as scheduling meetings, preparing presentations, and maintaining client records.
• Manage incoming inquiries via phone, email, and in-person visits, providing excellent customer service and directing inquiries to the appropriate team members.
• Prepare and distribute contracts, proposals, and other sales-related documents accurately and in a timely manner.

Event Coordination:

• Collaborate with the sales team to coordinate event logistics, including booking event spaces, arranging catering services, and coordinating audiovisual equipment setup.
• Communicate event details and requirements to internal teams, ensuring all departments are prepared to deliver exceptional service to clients and guests.
• Assist with on-site event management as needed, providing support to ensure events run smoothly and meet client expectations.

Client Communication:

• Serve as a primary point of contact for clients, addressing inquiries, providing information about available services, and assisting with event planning.
• Maintain regular communication with clients throughout the event planning process, providing updates on progress, addressing any concerns, and confirming event details.
• Build and maintain strong relationships with clients, fostering loyalty and promoting repeat business opportunities.

Data Management:

• Maintain accurate and up-to-date records of client information, event details, and sales activities using CRM software.
• Generate reports on sales performance, client feedback, and event metrics to identify areas for improvement and inform strategic decision-making.

Qualifications:

• Bachelor's degree in Business Administration, Hospitality Management, or a related field preferred.
• 2 years of experience in sales support, event coordination, or administrative roles, preferably in the hospitality or events industry.
• Excellent organizational skills and attention to detail, with the ability to manage multiple tasks and priorities simultaneously.
• Strong communication and interpersonal skills, with the ability to interact effectively with clients, colleagues, and vendors.
• Proficiency in Microsoft Office Suite and CRM software, with the ability to learn new systems quickly.
• Flexibility to work evenings, weekends, and holidays as needed to support event activities.

Source: Hospitality Online