Catering Sales Executive

Job Description: Catering Sales Assistant / Executive

Location: Ahmedabad, Gujarat
Department: Catering Sales and Business Development
Reports to: Catering Sales Manager / General Manager
Employment Type: Full-time
Experience: 14 years in catering, hotel sales, banquet sales, restaurant sales, event coordination, or customer relations

Position Summary

We are seeking a motivated and customer-focused Catering Sales Assistant / Executive to support business development and manage catering enquiries for weddings, corporate events, parties, conferences, festivals, and social functions in Ahmedabad.

The position will handle lead follow-up, client communication, quotations, menu coordination, booking documentation, and coordination with kitchen and operations teams. The role is suitable for a proactive candidate who can convert enquiries into confirmed bookings while maintaining accurate records and professional customer service.

Key Responsibilities

Sales and Lead Management

• Respond promptly and professionally to telephone, email, website, WhatsApp, social media, and walk-in enquiries.
• Generate new leads through telecalling, client visits, referrals, networking, online research, and local market activities.
• Contact prospective clients to understand event date, venue, guest count, menu preference, budget, and service requirements.
• Maintain a daily follow-up schedule for enquiries, quotations, tentative bookings, and pending confirmations.
• Support the Catering Sales Manager in achieving monthly and quarterly sales targets.
• Promote catering packages, seasonal menus, buffet options, live counters, beverages, dcor, equipment, and related services.
• Identify opportunities for upselling and cross-selling without exceeding the clients budget.
• Maintain an updated database of clients, event planners, companies, venues, and repeat customers.

Quotations and Booking Support

• Prepare accurate menus, quotations, proposals, rate sheets, and presentation documents.
• Calculate estimated costs based on guest count, menu, service style, manpower, transportation, equipment, taxes, and other applicable charges.
• Coordinate food tastings and menu discussions with clients and the culinary team.
• Record client changes and ensure that revised quotations are issued promptly.
• Assist in obtaining booking confirmations, signed agreements, purchase orders, and advance payments.
• Maintain complete booking files and ensure that all commercial terms are properly documented.
• Follow company guidelines regarding discounts, credit terms, taxes, cancellation charges, and payment schedules.

Event Coordination

• Prepare event summary sheets, function details, and internal event schedules.
• Coordinate confirmed event information with kitchen, production, purchase, logistics, service, finance, and operations teams.
• Confirm the final guest count, menu, event timing, venue address, setup requirements, and special instructions before the event.
• Assist with pre-event meetings and operational handovers.
• Support the team during important events, site visits, food tastings, and client meetings when required.
• Communicate last-minute changes clearly and promptly to the concerned departments.
• Follow up with clients after events to obtain feedback and encourage repeat business and referrals.

Reporting and Administration

• Update daily sales reports, enquiry registers, booking status, and lead-conversion records.
• Prepare weekly and monthly reports covering enquiries, quotations, confirmed bookings, revenue, pending payments, and lost business.
• Maintain records in Excel, CRM, or the company’s sales-management system.
• Coordinate with the accounts team regarding advances, invoices, outstanding balances, and payment receipts.
• Monitor pending client approvals, menu selections, guest counts, and event confirmations.
• Maintain confidentiality of customer, pricing, and company information.

Required Qualifications

• Bachelor’s degree or diploma in Hospitality Management, Hotel Management, Business Administration, Marketing, or a related discipline.
• 1–4 years of experience in catering sales, banquet sales, hotel sales, restaurant sales, event coordination, or customer service.
• Freshers with excellent communication skills and relevant hospitality education may also be considered.
• Good working knowledge of MS Office, Excel, email, WhatsApp Business, and online communication tools.
• Fluency in English, Hindi, and Gujarati is preferred.
• Knowledge of Ahmedabad’s corporate, wedding, banquet, and event market will be an advantage.
• Willingness to travel locally for client visits and venue inspections.

Key Skills

• Customer handling and relationship management.
• Lead generation and systematic follow-up.
• Quotation preparation and basic costing.
• Sales communication and negotiation.
• Menu presentation and product knowledge.
• Event coordination and attention to detail.
• Professional telephone and email etiquette.
• Basic understanding of food-service operations.
• Ability to work with deadlines and changing client requirements.
• Teamwork, patience, and problem-solving ability.
• Strong Excel and documentation skills.