Summary

The Bear’s Smokehouse Events Department manages public and private events on behalf of the company. The department oversees all pickups and deliveries as well as in-house events, off-site catering, and Bear’s food trucks along with several off-site venues that serve Bear’s BBQ to their patrons. The Administrative Specialist is a multifaceted position. The individual in this role will perform a range of basic office support activities for the Bear’s Smokehouse Events Department, such as answering phones and directing calls, working with customers to determine their catering needs, developing quotes and finalizing orders, responding to inquiries and answering questions from both customers and catering staff, performing routine clerical data entry, and/or word processing work as assigned.

Duties and Responsibilities

• Develop a working knowledge of all administrative systems (Restaurant365, Connecteam, Toast and Caterzen) and functions including but not limited to taking period end inventory, placing vendor orders and entering invoices.
• Answers telephones, takes messages, and provides general information about Bear’s Smokehouse catering & event services; answers routine catering inquiries and develops menus and quotes based on customer’s needs; maintains and monitors a log of inquiries.
• Establishes, maintains, processes, and/or updates tracking sheets, records, and/or other documents related to the events department
• Have great menu knowledge in order to make suggestions, upsell items and offer custom menu options if necessary.
• Prepare quotes and act as point of contact for customers from inquiry to execution.
• Run payments and track deposits made via check and credit card.
• Assists Bear’s locations in scheduling in-house events, interested customers in scheduling wedding tastings, and other related staff or company meetings or events.
• Assists in the organization and preparation of Bear’s Holiday Catering orders
• May run various routine errands, as required, for the department such as orders or supplies to Bear’s locations.
• Run payments and track deposits made via check and credit card.
• Provide constant communication with the stores on large, last minute or unusual orders.
• Review orders with the stores in advance for peak/busy days to ensure accuracy.
• Follow up with customers to solicit feedback.
• May support full service events or deliveries as needed.
• Performs miscellaneous job-related duties as assigned
• Accurately input orders into POS, handle money, make change, and process credit card transactions, when applicable
• Directly communicate and interact with guests in a friendly manner, at respective volume & handle crowds and put guests at ease
• Communicate with other team members to ensure order accuracy and guest satisfaction
• Attend and participate in catering team meetings and trainings
• Communicate with department leadership in a timely manner

Minimum Job Requirements

Must be 18 years of age and candidate must be able to:

• High School Diploma or GED
• Previous catering & event service or planning experience required
• Availability to work flexible schedule, up to 40 hours per week- must have weekend availability
• Provide proof of a valid driver's license and personal insurance per company requirements.
• Pass a motor vehicle record check.
• Adhere to company policies regarding safe driving and maintain a clean driving record during the course of employment.
• Maintain a high degree of pace and intensity for an extended period of time while performing with quality and accuracy
• Adhere to schedule and be on time for shifts.
• Adhere to company uniform and appearance policy.

Knowledge, Skills and Abilities Required

• Strong customer services skills
• Detailed oriented
• Ability to understand and follow specific instructions and procedures
• Skill in the use of operating basic office equipment
• Receptionist skills.
• Strong catering and events background.
• Advanced computer skills or ability to learn new skills quickly; excel, word, google docs.
• Business math and accounting skills, and strong analytical & decision making skills.

Working Conditions and Physical Effort

• Some or very limited physical effort required
• Some or very limited exposure to physical risk
• Work is normally performed in a typical interior/office work environment unless onsite atevent

Disclaimer:

The above statements are intended to describe the general nature and level of work being performed by the individuals assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of individuals in this position. This position description is subject to change by the Company as the needs and requirements of the position change.