Catering Sales Associate | Full-Time | Seattle Aquarium

Responsibilities

• Manage and respond to assigned incoming leads and maintain active leads.
• Support lead generation efforts through outreach, follow-up, and outbound sales calls.
• Aid in sales presentations, site tours, and client meetings.
• Work with assigned clients to ensure all event needs and details are gathered and communicated effectively.
• Effectively communicate all event information to appropriate departments and staff.
• Develop floor plans using provided software.
• Prepare and distribute Banquet Event Orders (BEOs) and ensure accuracy of event details.
• Prepare and review event documentation for upcoming events, including will call, early arrivals, AV forms, and system updates.
• Cook with vendors utilized by event organizers and maintain accurate vendor records.
• Ensure all required information, contracts, and documentation are received from clients in a timely manner.
• Verify that all payments are received according to contracted schedules and follow up on outstanding balances.
• Maintain accurate records of bookings, client communications, and event documentation across all systems.
• Conduct regular audits of upcoming events to ensure all details are complete, including timelines, guest counts, payments, insurance, contracts, and vendor information.
• Provide on-site event support as needed, including evenings and weekends.
• Assist in updating sales materials and templates, including pricing, descriptions, and formatting.
• Execute other operational or administrative duties as assigned.

Qualifications

• Associate’s degree or equivalent experience preferred.
• 1-2 years of experience in hospitality, catering, event coordination, or sales support preferred.
• Ability to work flexible and sometimes demanding schedules (including nights, weekends, holidays and extended hours).
• Experience with Microsoft Office products preferred.
• Experience with Tripleseat, Social Tables, or similar event management software is a plus.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.