Sales Administrative Assistant

Position Summary: 

Peachtree Catering & Events, a premier catering and event production company based in Radnor, Pennsylvania, is seeking a highly organized and customer-focused Sales Administrative Assistant. This role is essential in providing administrative and logistical support to the sales team, ensuring smooth communication across departments, and maintaining the highest standards of professionalism and efficiency. The ideal candidate will have at least one year of experience in the hospitality industry and excel in communication, time management, and organization. As the first point of contact for clients, a cheerful and professional demeanor is essential.

Responsibilities: 

Administrative Support

• Maintain and update Banquet Event Orders (BEOs) and planning documents in collaboration with the Event Operations Manager
• Participate in weekly BEO meetings, take detailed minutes, and circulate them to the team.
• Prepare invoices and client-facing documents 
• Organize and disseminate event information to relevant teams.
• Answer the main office phone line and manage phone inquiries with professionalism and positivity.
• Strategize ways to streamline company software and propose ideas to direct managers.

Event Coordination Support

• Finalize event details in collaboration with the sales team and Event Operations Manager.
• Support group tastings under the direction of the Event Operations Manager.
• Communicate with venue landlords regarding bookings and event updates.
• Create and provide event binders with necessary supporting materials for onsite teams at the direction of the Event Operations Manager.
• Assist with check in for rental orders for events at all locations and offsite venues.

Client and Vendor Relations

• Manage client financial reminders and requirements.
• Request and maintain up-to-date vendor Certificates of Insurance (COIs) and guidelines.
• Communicate with clients post-event to gather feedback.
• Support the sales team in tour initiatives and strategic planning.
• Collaborate with the finance department and venue contacts to provide various reports.

Office Management

• Keep the office organized and ensure it is stocked with necessary supplies.
• Assist with printing needs across all departments.

Qualifications: 

• Experience: Minimum of 1 year in the hospitality industry.
• Attention to Detail: Strong focus on accuracy and thoroughness in all tasks.
• Customer Service: Exceptional communication skills and a positive attitude.
• Multitasking: Ability to manage and prioritize multiple responsibilities effectively.
• Technical Skills: Quick learner with the ability to gain proficiency in industry-specific software.
• Teamwork: Collaborative mindset with strong verbal and written communication skills.
• Adaptability: Flexible and willing to work occasional weekends and evenings as needed.

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Who we are – Stone Soup, Inc., is dedicated to setting new standards in service, cuisine, and employment experience. Our goal is to collaborate with talented hospitality professionals and offer opportunities to learn and grow within the industry. As part of that goal, we perform off-premise catering throughout the tri-state region as Peachtree Catering. Our exclusive venues include: Pomme, an 8000-square-foot contemporary clubhouse in Radnor on Philadelphia’s Main Line; Parque, is a beautiful mansion in Ridley Creek State Park in Newtown Square; Portico is an enchanting venue at a Victorian mansion in Philadelphia; The Willows is an elegant venue in a scenic park on Philadelphia’s Main Line. We are always in search of new opportunities. We seek inspired candidates who are passionate about food and the guest experience.