Party Rentals - Administrative Assistant

Whim Hospitality • Austin, TX • 3h ago

The Admin Clerk will play a crucial role in supporting the operations of the WER Austin Showroom by providing administrative assistance, managing customer inquiries, and ensuring smooth showroom coverage. This position is essential for maintaining operational efficiency, especially when team members are out on sites or customer visits. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to communicate effectively with clients and team members, all while prioritizing exceptional guest experience.

Key Responsibilities:

Phone Support: Answer and direct incoming calls, addressing customer inquiries and providing information about our services with a friendly and professional demeanor.

Showroom Coverage: Ensure the showroom is adequately staffed and organized, especially during peak hours and when team members are unavailable, to create a welcoming environment for visitors.

Customer Management: Assist in managing customer pickups, processing invoices accurately, and ensuring timely communication regarding orders and services.

Permit Processing: Complete and submit tent permits as required for events, taking care to maintain compliance with all regulations.

Vendor Management: Calculate vendor commissions and assist in vendor communications, ensuring timely and accurate processing.

Data Entry: Input inquiries and customer data into Salesforce, ensuring accuracy and completeness to support effective communication and follow-up.

Sales Support: Assist with inquiry entry and perform small ticket entries for events, helping to streamline operations and improve overall efficiency.

Layouts and Diagrams: Create and update diagrams and layouts for events to ensure proper setup, maintaining organization and clarity in all tasks.

Guest Experience: Engage with clients positively and proactively, anticipating their needs and ensuring a memorable experience at every touchpoint.

Organizational Maintenance: Maintain an organized workspace and showroom that reflects the professional standards of the company, including cleanliness and presentation.

Experience Requirements:

High school diploma or equivalent; college degree preferred but not required.

1-2 years of experience in an administrative role, preferably in the hospitality or event rental industry.

Familiarity with Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.

Experience with data management systems, particularly Salesforce, is a plus.

Strong verbal and written communication skills for interacting with clients, internal teams, and external vendors.

Ability to manage multiple tasks simultaneously and adapt to changing priorities.

Detail-oriented with strong organizational skills.

Core Competencies:

Respectful: Treating colleagues and clients with kindness and understanding.

Passionate: Demonstrating a strong interest in the hospitality and event industry.

Generous: Sharing knowledge and supporting team members.

Creative, Resourceful & Innovative: Finding solutions and improving processes.

Dependable: Showing reliability in attendance and task completion.

Honest: Communicating transparently and maintaining integrity in all interactions.

Professional: Upholding business standards in appearance, communication, and conduct, contributing to a positive workplace culture.

What We Offer:

Opportunity to gain hands-on experience in the hospitality and event rental industry.

Mentorship from experienced professionals.

Collaborative and dynamic work environment.

Free or discounted meals and accommodations at our properties.

Medical, Dental, and Vision Insurance.

Paid Time Off (PTO) and Holidays.

Potential to earn performance-based incentives.

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