Office Manager Sales Assistant (Champaign IL)

Pear Tree Estate/L.A. Gourmet Catering Office Manager + Sales Assistant

Job Description

The Office Manager is responsible for creating a positive first impression for all clients by helping to execute flawless service from the start to finish of the client experience. As the office hub and host/hostess, the Office Manager ensures that all administration activities, incoming contact, book keeping, behind the scene event details, as well as client and vendor contact moves smoothly.

The Office Manager organizes all office activities to ensure all tasks are met to the satisfaction of the internal team, clients and vendors. The Office Manager must be a master organizer, proactive and have foresight to anticipate and solve problems quickly. During peak periods, The Office Manager must be able to prioritize critical and urgent tasks in a logical and efficient manner to ensure daily activity moves along in an organized manner while keeping tabs on future tasks. The prospective employee must have computer knowledge with experience in Microsoft Office (Word, Publisher, Excel, Outlook, etc.).

The PTE/LA Office Manager will be filled with a friendly and driven personality who sets high goals for his or herself. As part of the LA Gourmet/Pear Tree Estate Team, the Office Manager will help behind the scenes in any way possible to make it a positive experience for the client. Leadership skills, organization, self-motivation and an outgoing and kind Personality will be needed to fulfill the position. The Office Manager set’s the standard for professionalism with clients, vendors and staff.


Applicant must have strong organizational skills with the ability to multitask and set priorities. He/she must also have strong communication and problem solving skills, general office experience with bookkeeping, clerical and phone skills. Proficient bookkeeping skills. Reliability and Compassion/Commitment is a must.

Primary Duties:
PTE: Assist as Needed Per Director, More Specifically as Stated Below

Clients

-Maintain up to date customer files

-Maintain contact with clients as needed

Vendors

-Contact weekly vendors to place orders if needed

-Pay Vendor Bills

Tours


-Arrange and provide tours to clients
-tours are most important marketing tool to potential clients.

-update database for LAGC/PTE thank you notes

-Assist in getting PTE ready for tours

Events

- Send thank you notes for each event

- Maintain up to date calendar at all times

Communication

- First responder to all phone, email, snail mail, walk in traffic

- Maintain Client Contact Log to track contacts

Bookkeeping

- Maintains records of financial transactions by establishing accounts; posting transactions.

Accounts Receivable

- Posts customer payments by recording cash, checks, and credit card transactions.

- Posts revenues by verifying and entering transactions form lock box and local deposits.

- Updates receivables by totaling unpaid invoices.

Accounts Payable

- Reconciles processed work by verifying entries and comparing receipts to balances.

- Completes payments and controls expenses by receiving, processing, verifying, and reconciling invoices.

Secondary Duties:
PTE: Collaborate with Owners, PTE director and PTE event producer and well as LA kitchen managers as needed.

Expectations:

Duties above fulfilled.
Open dialogue with managers. Maintain up to date client files. Each day files should be left so that anyone can walk in and complete a perfect event if needed.
Complete additional weekly projects diligently and completely.

Hours:

Average 40 hours per week. Monday – Friday 8am – 5pm

Schedule will include tours, daily punch list, emailing and maintaining client files.

Compensation:

Based on Experience.

One Week Paid Vacation after one year employment.

Three Personal/Four Sick

Health Insurance Premiums (up to $400/month)

LA Gourmet and Pear Tree Estate are closed for events Christmas Eve through New Year's Day as a break for our event staff as they work most nights and weekends, however our office is open 12/26-12/30. The office does close for Thanksgiving Day, Friday after Thanksgiving (not closed necessarily for events), Christmas Eve, Christmas Day, New Year's Eve, New Year's day, Memorial Day, Labor Day and July 4th if on a weekday.

Position includes 4 sick days and 2 personal days.

Health Insurance Benefits:

After 90 day introductory period, you may choose to enroll in LA Gourmet Health Insurance program. The enrollment would begin the first day of the month after 90 days. LA Gourmet covers health insurance premiums for full time employee. Payment of dependent or spousal coverage is employee’s responsibility.

Dress Code:

For Office, Meetings: Business Professional. Very Trendy or Classic Feel, whichever is your taste. "Our Look" as employees sells the place whether we mean for it to or not. Nice jeans are acceptable attire with a more formal outfit blazer/heels. The Dressier, The Better.