Company Overview

Bittersweet Catering is a full-service catering company specializing in exceptional food, professional service, and memorable event experiences. From corporate functions and private gatherings to large-scale special events, we are committed to delivering quality, precision, and outstanding customer service.

We are seeking a highly organized, detail-oriented, and proactive Sales Assistant to work directly with an assigned Sales Manager. This position plays an important role in supporting the sales process, preparing accurate catering proposals, coordinating event details, maintaining organized records, and helping ensure a smooth transition from the initial client inquiry through event execution.

The ideal candidate is a strong communicator who takes initiative, manages multiple priorities effectively, and works collaboratively with clients and internal departments in a fast-paced catering environment.

Position Summary

The Sales Assistant works closely with an assigned Sales Manager to support daily sales activities, proposal development, event documentation, client communication, and administrative responsibilities. The position helps ensure that proposals are accurate, event details are properly documented, and all relevant information is communicated clearly to the culinary, operations, and service teams.

This role requires excellent organizational skills, attention to detail, numerical accuracy, and a proactive approach to supporting the Sales Manager and contributing to the success of the Catering Sales Team.

Regular Schedule: Monday through Friday, 8:30 a.m. to 5:00 p.m., with flexibility to assist with events outside regular office hours when required.

Critical Functions

1. Sales Manager Support and Administration

Work directly with the assigned Sales Manager to support daily sales activities, priorities, and client requirements.
Assist with organizing and managing sales-related tasks, deadlines, client communications, and follow-up activities.
Maintain accurate and up-to-date client records, event information, proposals, and supporting documentation in CaterXpert.
Prepare correspondence, documents, reports, and other sales-related materials as needed.
Track outstanding proposals, client requests, and pending event details to help ensure timely follow-up.
Identify missing information, inconsistencies, or potential issues and bring them to the Sales Manager's attention.

2. Catering Proposal Preparation and Accuracy

Assist in preparing detailed, accurate, and professionally presented catering proposals for full-service events.
Review proposals in CaterXpert to verify:
Food and beverage selections, quantities, and pricing.
Equipment requirements and associated charges.
Staffing requirements and labor costs.
Delivery, setup, and logistical requirements.
Additional services, fees, and other event-related expenses.
Verify calculations, pricing, quantities, and proposal details before submission to the Sales Manager for review.
Identify discrepancies and coordinate corrections with the Sales Manager before proposals are sent to clients.
Ensure proposals are complete, clearly organized, and consistent with company standards.
Assist with proposal revisions and updates based on client requests and direction from the Sales Manager.

3. Event Details and Internal Coordination

Help collect, organize, and document event specifications, client preferences, menus, schedules, and logistical requirements.
Ensure confirmed event details are accurately entered and maintained in CaterXpert.
Communicate relevant event information to the culinary, operations, service, delivery, and other departments as directed by the Sales Manager.
Assist in verifying that staffing, equipment, setup, delivery, and service requirements are properly documented.
Follow up on missing event information and help resolve administrative issues before they affect event preparation or execution.
Assist with daily event rollout procedures and other coordination tasks to support operational readiness.

4. Client Service and Sales Support

Assist with client correspondence, inquiries, and requests as directed by the Sales Manager.
Help prepare menus, proposals, revisions, and other client-facing materials.
Maintain a professional and responsive approach when communicating with clients and colleagues.
Assist with reviewing event invoices for accuracy and coordinating payment follow-up as directed.
Help ensure that client requirements and agreed-upon event details are accurately reflected in proposals and event documentation.
Support the Sales Manager in maintaining strong client relationships and delivering a positive customer experience.

5. Team Communication and Collaboration

Attend and participate in weekly sales team meetings as required.
Maintain positive, productive working relationships across all Bittersweet Catering departments.
Communicate clearly and professionally to support accurate information sharing and efficient event execution.
Demonstrate a proactive, solutions-oriented approach when identifying discrepancies, managing deadlines, and addressing administrative needs.
Work collaboratively with the assigned Sales Manager while providing additional support to the Catering Sales Team during busy periods as needed.

Qualifications and Skills

Strong organizational skills and exceptional attention to detail.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office applications, including Outlook, Word, and Excel.
Ability to learn and use catering event-management and proposal software; experience with CaterXpert is a plus.
Strong numerical skills and the ability to review pricing, quantities, calculations, and event costs accurately.
Ability to prepare professional documents and client-facing proposals.
Strong time-management skills and the ability to prioritize multiple assignments and meet deadlines.
Dependable, self-motivated, and proactive, with the ability to work independently and under the direction of an assigned Sales Manager.
Professional demeanor and strong interpersonal skills.
Ability to collaborate effectively with clients, sales colleagues, and internal departments.
Flexibility to assist with evening, weekend, and holiday events when required.

Preferred Experience: Previous experience in catering, hospitality, event planning, sales administration, customer service, or a related field is preferred.

Pay: $50,000.00 - $54,000.00 per year

Benefits:

401(k)
401(k) matching
Dental insurance
Employee discount
Health insurance
Paid time off
Vision insurance

Work Location: In person

Bittersweet Catering

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