Now Hiring - Carpionato Group LLC - Social Sales Administrator in Warwick, RI

Full description of the position

TITLE: Social Sales Administrator Hourly (Tuesday - Saturday) 10:30 AM to 6:00 PM, with nights, weekends, and holidays as needed. REPORTING TO: Director of Sales, Director of Catering, Director of Group SUMMARY: The Social Sales Administrator supports the social sales team in driving revenue and coordinating client communications, ensuring smooth operations within the department. This role involves managing key administrative tasks, handling client inquiries, and assisting in the execution of social events, all while maintaining a high level of organization and customer service in a fast-paced environment. Responsibilities include, but are not limited to: Client Communication & Relations * Correspondence Handling: Manage incoming calls, emails, and mail, directing them to the appropriate team members while providing excellent guest service. o Complete inquiry forms with precision and attention to detail. o Respond to client emails and phone calls promptly, aiming to answer calls within three rings. o Set clear out-of-office messages for email and voicemail to communicate availability. * Client Relations: Greet and assist clients or visitors, ensuring a positive and welcoming experience. o Offer refreshments such as coffee or water to waiting clients. Sales Support & Office Management * Workspace Organization: Keep the office environment organized, ensuring supplies are stocked and all equipment is functional. * Scheduling & Coordination: Arrange meetings, appointments, and conference calls for the social sales team. o Maintain the sales team's calendar in Outlook, confirming upcoming appointments. * Supply Management: Monitor and request necessary office supplies to avoid shortages. o Ensure office equipment, like the printer and fax machine, are always stocked with paper. Document & Billing Management * Documentation & Filing: Organize and maintain records of contracts, bookings, and client details, ensuring they are easily accessible. o Set reminders for follow-up actions, such as contract reviews and deposit calls. o Scan signed documents into the CRM (Salesforce) and provide copies to the sales manager. * Billing Coordination: Collaborate with the finance team to manage group bookings or event-related billing, deposits, and payments. o Log payments in Salesforce and ensure receipts are properly filed. Event & Project Coordination * Assisting with Event Coordination: Help manage the planning, execution, and follow-up of social events (e.g., weddings, banquets, and parties). o Monitor project progress, ensuring tasks are completed on time and within expectations. * Office & Team Support: Coordinate internal office events, meetings, and team-building activities for the sales team. General Administrative Support * Task Prioritization: Manage multiple administrative tasks, ensuring that deadlines and priorities are met. * Executive Support: Provide administrative assistance to the executive team, including managing calendars and preparing reports. * Professional Presentation: Maintain a professional appearance and demeanor in all client-facing situations. * Additional Duties: Complete any other duties assigned by management to ensure department efficiency. PHYSICAL DEMANDS: * Prolonged periods of sitting and performing administrative tasks at a desk. * Assisting with social event set-up, including lifting and carrying items up to 20 pounds. Job Type: Full-time Pay: $18.00 - $20.00 per hour Expected hours: 40 per week Benefits: * 401(k) * Dental insurance * Health insurance * Health savings account * Life insurance * Paid time off Work Location: In person