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Sales Job Description

Overview
WORKING TITLE
  • Sales Representative
  • PERCENT OF FULL
  • 100
  • DEPARTMENT/PROJECT OVERVIEW
    POSITION OVERVIEW
  • Under general supervision of the Sales Manager, administrative assistant will perform and be responsible for all planning, coordination and administrative tasks relating to conference and catering sales for two locations, the Price Center and Eucalyptus Point Conference Center. This includes coordinating the following activities: office management, selling and processing basic and complex catering orders, maintaining the accuracy of the Order Boards, independently create and maintain computerized databases and filing systems, word processing, excellent customer service skills and ability to handle upset customers, heavy telephone volume, and supervision of clerical staff. Functions in the absence of his/her supervisor.
  • SPECIAL CONDITIONS OF EMPLOYMENT
  • Responsible for the operating needs of the department require varied work schedules, (i.e., a.m., p.m., and/or weekend shifts and/or 10 hour workday). Employees may be required to take off (vacation or temporary layoff) during scheduled operational shutdown periods, such as Christmas, Spring & Summer breaks. Meal perquisite is required for all Dining Services employees. May be required to change work location on a daily basis as needed or for an indefinite time period. Background check required.
  • EMPLOYEES DIRECTLY SUPERVISED: Name, Payroll Title, Job Description #, Status (career, casual, student), %Time
  • 1 to 3 Assistant II; Student positions at -49% time
  • EMPLOYEES SUPERVISED THROUGH OTHERS: Name, Payroll Title
  • N/A
  • For use only by Department HR Contact
    IS BACKGROUND CHECK REQUIRED
  • Yes
  • IS C.O.I. DISCLOSURE REQUIRED
  • No
  • IS PRE-PLACEMENT PHYSICAL REQUIRED
  • No
  • (Dept only) REQUESTED HEERA
  • All Others, not Confidential
  • (Central HR only) APPROVED HEERA
  • All Others, not Confidential
  • FUNCTIONS WITH CORRESPONDING TASKS
    FUNCTION NAME
    (1.)  SALES/EVENT COORDINATION
    %TIME
    45%
    ESSENTIAL
    True
    TASKS
    Responsible for planning, coordinating and administration of all phases of the catering program at Price Center and Eucalyptus Point Conference Center. (D)

    Sells, plans, coordinates and schedules catering events. This includes ensuring the accuracy of the Order Board by providing clear instructions and updating additions and changes in a timely manner and following up on special procedures relating to the service of alcohol and the rental of supplemental equipment such as dance floors and tenting. Ensures that the scheduling of all events is sufficiently completed and effectively communicated to production and service staff. (D)

    Accurately enters all catering orders into catering software system in a timely manner, updating as changes and add-ons occur. (D)

    Coordinates special orders of equipment, furniture and supplies associated with catering and conference orders such as tables, chairs, audio-visual equipment, props, etc. (D)

    Coordinates the request for all equipment and services with Media Services, Physical Plant, Laboratory Services and other on and off campus departments and companies to meet contractual requirements. (D)

    Coordinates all meals and catering events pertaining to events at Price Center and Eucalyptus Point Conference Center. Coordinates closely with Executive Chef, Banquet Manager and catering billing. (D)




    FUNCTION NAME
    (2.)  OFFICE MANAGEMENT
    %TIME
    35%
    ESSENTIAL
    True
    TASKS
    Organizes and directs office responsibilities and procedures for Price Center sales office. Develops and implements new systems and strategies to make office operations and computing more functional. (D)

    Serves as administrative back-up in the absence of the Catering Sales Manager. (D)

    Hires, trains and supervises clerical staff. Delegates and monitors any or all of the following tasks: Booking and entering catering orders and conference events, maintenance of order board, and record keeping. Evaluates clerical staff work as required. (D)

    Provides input to the Catering Sales Manager regarding clerical employee performance. Provides comments and objectives for productivity, working relationships, following instructions, policies, punctuality and attendance. (D)

    Sets up and maintains an organized filing system and trains clerical staff on use. Maintains office files pertaining to catering and conference orders. Communicates and documents filing system to management. (D)

    Works with other section leaders to actively promote a high level of cooperation in the unit. (D)

    Utilizing word processing and data entry, prepares a variety of forms, banquet and conference event sheets, menus, memos and correspondence that are grammatically and mathematically accurate. Prepares copies and sends Faxes as required. (D)

    Independently creates and maintains custom databases and reports as required. Develops new reports and databases to better organize, access, and analyze sales information. (D)

    Answers and screens telephone calls; provides information and assistance to catering customers regarding services, and refers them to others as needed. Takes accurate messages; makes appointments and schedules meetings as needed. (D)

    Notifies required staff of weekly production meetings and times. Maintains and follows up on action items. (W)

    Maintains inventory of office supplies and equipment. Recommends repair, replacement and addition of necessary office equipment. (A/R)

    Prioritizes and organizes plans of work. Consistently meets deadlines. (D)

    Completes special projects as assigned by the Catering Sales Manager and Catering Director. (A/R)





    FUNCTION NAME
    (3.)  COMMUNICATION AND CUSTOMER SERVICE
    %TIME
    20%
    ESSENTIAL
    True
    TASKS
    Responds to verbal and written inquiries from perspective clients. Always responds to clients in a positive manner. (D)

    Receives, organizes, and communicates catering orders and conference requests either by phone or by meeting catering customers in person. Assists customers with helpful suggestions and directions for successful catering and conference center events. (A/R)

    Coordinates tours for potential clients interested in holding conferences at the Price Center and/or Eucalyptus Point Conference Center. (A/R)

    Greets, escorts, or directs visitors within unit as appropriate. Provides general information about the department as needed and requested. Refers policy questions to management. (D)

    Develops and maintains positive, cooperative working relationships with members of the department community and appropriate campus units including Parking Services, Media Services, Physical Plant, Office of the Chancellor, Campus Police Department , Public Information, Resident Deans and other departments and units as necessary. (D)

    Works with Catering staff on various teams to develop plans, solve issues and find solutions. (D)

    Communicates positively and effectively verbally, in writing and electronically with co-workers, staff and students. (D)

    Acts as a troubleshooter for customers with event and/or order problems. Resolves issues in a professional, positive and financially sound way. (D)

    Performs effectively in a service environment with frequently changing priorities. (D)

    Performs other duties as assigned and within the scope of their position. (A/R)
    FUNCTION NAME
    (4.)  GENERAL JOB EXPECTATIONS
    %TIME
    0%
    ESSENTIAL
    True
    TASKS
    Clocks in on time. (D)

    In case of an unavoidable absence, notifies office manager or supervisor two hours before scheduled work shift. (D)

    Maintains good personal hygiene. (D)

    Related duties as necessary and within the scope of tasks related to the Administrative Assistant II position. (D)

    KNOWLEDGE, SKILLS, AND ABILITIES
    RELATED FUNCS: DESCRIBE KNOWLEDGE, SKILL, ABILITY: IMPORTANCE LVL:
      Skill and knowledge of catering and conference sales and marketing. Skill in conceptualizing, planning and organizing events and projects. Required
      Proven skill to organize and arrange conferences and plan catering events. Including arranging logistics such as food and beverage orders, room reservations, ordering audio-visual, catering, producing materials, participant registration, etc. Required
      Excellent customer service skills. Ability to communicate in a helpful, pleasant and informative manner to a wide variety of people, both in person and on the telephone. Ability to effectively handle heavy telephone volume. Required
      Ability to build and maintain customer relationships through a professional approach in handling customer service needs and problems. Required
      Skill to use computer software such as word processing, e-mail, database, spreadsheet and catering order software. Prefer ability to use Microsoft Word, Outlook, Excel, Access and Catermate. Required
      Proven interpersonal and communication skills, both oral and written, including knowledge of correct English grammar, spelling, punctuation and usage. Required
      Strong demonstrated organizational skills with ability to prioritize job functions, meet deadlines and ensure smooth work flow and handle multiple tasks simultaneously, while maintaining attention to detail. Required
      Skill in general supervision of subordinates, including delegating, training and evaluating while maintaining quality control on deadlines. Required
      Working knowledge of UCSD organizational structure, policies and procedures and other UC regulations. Required
      Ability to operate standard office equipment such as fax, copy machine, typewriter, adding machine, telephone systems and shredder. Required
      Skill and ability to analyze, plan, develop, coordinate and implement office systems to ensure efficient operation. Required
      Demonstrated ability to work effectively with frequent interruptions, changing priorities and conflicting deadlines. Required
      Skill and knowledge to provide general and specific information accurately to a wide variety of individuals at various levels. Required
      Knowledge and ability to maintain confidentiality of required records such as client and personnel files and records. Required
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