Old St. Francis School Sales and Events Administrative Assistant

1 month ago

Bend, United States McMenamins Full time
MCMENAMINS SALES & EVENTS ADMINISTRATIVE ASSISTANT Rev. 12-23

TITLE:Sales Department Administrative AssistantREPORTS TO:Sales Manager, Property Manager, and Director of SalesFLSA CLASS: Salaried Non-Exempt

The job duties described below are intended to describe the general nature and level of work being performed by people assigned to this job classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of this position. All employees may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Description of the Position:

The Sales Department Administrative Assistant is often the first contact that the customer has with the Sales and Events Department. The primary responsibilities of this position include: Answering phones and replying to inquiries in a pleasant and customer service-oriented manner, giving as much information as possible before transferring to the Sales Coordinator. The Administrative Asst. is also responsible for the retrieval and distribution of phone messages, mail and faxes, filing, keeping catering packets made and in stock, maintaining inventory and ordering new office equipment as needed, confer with phone & equipment maintenance services, write daily events on white board, produce correspondence. Copy and fax as necessary, create and distribute weekly packets with contracts for upcoming events. This position will also be required to mail customer response sheets at the conclusion of each event for all locations, reply to customers' e-mails when possible and distribute all else, attend bi-weekly sales meetings. This position requires the ability to effectively multi-task in a fast paced and deadline-oriented environment. You must also have the ability to work well independently and as a member of a team. Each employee will be expected to perform their job in a safe manner and report any safety concerns to Management. All McMenamins employees will also be expected to keep current on all company events, history, and products. Other duties are to be completed as assigned by the Manager.

Requirements & Skills

  • Prior office experience preferred
  • Prior Sales and Events experience is preferred
  • Computer experience and knowledge including word and excel required
  • Excellent customer service skill required
  • Excellent attention to detail required
  • Excellent organization and prioritizing skills in a deadline-oriented environment required
Tasks
  • Use computers for various applications, such as database management or word processing.
  • Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
  • Create, maintain, and enter information into databases.
  • Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as client contracts, correspondence, or other material.
  • Operate office equipment, such as fax machines, copiers, or phone systems
  • Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
  • Maintain scheduling and event calendars.
  • Complete forms in accordance with company and departmental procedures.
  • Schedule and confirm appointments for customers as well as Sales and Event Coordinators.
  • Make copies of correspondence or other printed material.
Tools
  • Computers and keyboards
  • Photocopiers - Photocopying equipment
  • Printers and Scanners - Printers and Data input scanners
  • Telephones - multi-line telephone systems
Technology
  • Database user interface - Opera Software
  • Electronic mail software - Email software; Microsoft Outlook
  • Internet browser software - Web browser software
  • Word processing software - Microsoft Word
Essential Functions of the Job
  • Provide excellent customer service to customers and administrative support to the Sales and Events Department
  • Must have a value for diversity and the ability to work with individuals from different backgrounds
  • Extensive interaction with phones and computers, requiring fine hand manipulation, keyboard usage
  • Near vision - The ability to see details at close range (within a few feet of the observer)
  • Accurately documenting/recording Information, entering, transcribing, recording, storing or maintaining information in written or electronic form.
  • Effectively process information, compiling, coding, categorizing, calculating, tabulating, auditing or verifying information
  • Effective time management skills and development of specific goals and plans to prioritize work duties
  • Ability to communicate clearly including the ability to communicate information and ideas in speaking so others will understand and the ability to read and understand information.
  • Accurately to work with numbers
  • Safely lift and carry heavy objects with the help of another person if necessary


Most importantly, this job requires a positive attitude, a value for diversity, and a commitment to excellent customer service. Each employee is expected to come to work ready to have fun and be a positive force

YOU MUST BE ABLE TO PERFORM THE ESSENTIAL FUNCTIONS OF THE JOB WITH OR WITHOUT REASONABLE ACCOMMODATION

EOE

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