Client and Sales Administrator

About Charlie & Frank's Since 2011, Charlie & Frank's has been a premier name in Sydney's hospitality industry, with three thriving locations in the heart of North Sydney and St Leonards business districts, along with a bustling catering kitchen. Our dynamic team is dedicated to continuous improvement, aiming to set the standard in both café service and corporate catering. We are committed to delivering excellence in everything we do and are on a mission to be one of Sydney's leading hospitality businesses.

Position Overview: We are seeking a passionate, driven, and professional Client and Sales Administrator to join our office team. This role will support the Catering & Customer Care Sales Consultants and daily administrative tasks. This is an exciting opportunity for an individual looking to build a long-term career with a growing business, with plenty of room for professional development and advancement.

In this role, you will be responsible for maintaining client relationships, processing catering orders, handling café reservations, answering all feedback mail, coordinating events requirements. Additionally, you will be required to support various administrative functions to ensure seamless service delivery. You will play a critical role in both generating new business opportunities and nurturing existing client relationships, contributing to the ongoing growth and success of Charlie & Frank’s.

Key Responsibilities:

Sales & Client Management:

Maintain strong relationships with clients, including Personal Assistants (PAs), Executive Assistants, Office Managers, and key decision-makers in corporate environments via phone and email.

Oversee the end-to-end sales process for catering orders and corporate events.

Pursue new business opportunities, ensuring a steady pipeline of clients and revenue growth.

Provide tailored solutions to meet the unique needs of each client, ensuring a high level of customer satisfaction.

Administration & Coordination:

Manage the administrative aspects of client orders, events, and reservations, including data entry, invoicing, scheduling, and record-keeping, paying bills.

Ensure all orders are processed accurately and on time, coordinating with internal teams to guarantee smooth execution.

Collaborate with the restaurant managers and owners to ensure client expectations are met and exceeded.

Customer Service Excellence:

Assist our primary points of contact for clients, providing professional and timely communication throughout the sales cycle.

Address client concerns or issues promptly, ensuring a positive experience at every touchpoint.

Work proactively to build and strengthen long-term client relationships based on trust and satisfaction.

Respond to all incoming telephone and email inquiries in a professional and sales-focused manner.

Actively liaise with staff from Eat First, Yordar, Hampr, and Ecater, to maximise order opportunities and ensure all orders are secured.

Communicate monthly catering promotions to catering partners and clients.

Promote new catering/set menus and special offers through all available channels.

Sales Conversion & Process Management

Aim to convert sales inquiries into confirmed, paid orders with a single phone call, ensuring efficient and clear communication at all stages.

Maintain clear, concise, and consistent communication with management regarding reservations, orders, and client feedback, ensuring all details are documented via email.

Marketing & Promotions

Prepare and distribute Monthly EDMs (Electronic Direct Mail) and execute campaigns as planned.

Assist with promotional activities and represent the company at both internal and external industry networking events and sales presentations.

Ensure promotions and programs are effectively integrated into the reservations and booking systems, ensuring maximum reach and engagement.

Manage and update affiliate marketing platforms, including Google, the C&F website, and social media channels.

System Management & Administration

Ensure all relevant checklists and processes are completed, documented, and continuously updated.

Manage and update catering systems (Flex Catering, Now Book It, Eat First, Yordar, Hampr, and Ecater) daily, ensuring accurate and timely information.

Respond promptly and constructively to stakeholder feedback, ensuring all concerns and suggestions are documented and addressed.

Client Reviews & Feedback

Respond to all email and online reviews in a timely and professional manner, maintaining a positive brand reputation.

Team Collaboration & Reporting

Attend team meetings to report on special orders, event requirements, process improvements, and other relevant updates.

Meet with chefs as required to discuss menu plans, set menus, catering details, and upcoming events.

Skills and Qualifications:

Minimum 2 years of experience in Hospitality, Sales, and Administration.

Highly organised, energetic, and adaptable, with a “nothing’s a problem” approach.

Strong planning, negotiation, presentation, and analytical skills.

Ability to multi-task efficiently and effectively under pressure.

Confident and assertive, yet able to maintain a calm and composed demeanour.

A natural aptitude for sales and relationship management, demonstrating a commitment to “exceptional MAKE IT HAPPEN customer service.”

Meticulous attention to detail at all stages of the process.

Excellent written, verbal, listening, and interpersonal communication skills.

A solid understanding of the food industry.

Advanced computer literacy and proficiency in relevant software applications.

A proactive, focused work ethic, with a “can-do” attitude and the ability to thrive in a dynamic environment.

Benefits of Working with Charlie & Frank’s:

This is an excellent opportunity to join a forward-thinking, collaborative team that values both personal growth and professional development.

This role offers:

Great work-life balance with a 38-hour work week (Monday to Friday).

A dynamic and inclusive team culture within a supportive and inspiring work environment.

Opportunities for career growth, with potential progression into senior sales and leadership roles.

A positive, hardworking, and professional company culture.

Free coffee and daily meals.

25% staff discount at all our venues.

Working hours from 8:00 AM – 4:00 PM (Monday to Friday).

Competitive casual hourly rate of $30- $35 per hour (based on experience), with senior and junior roles available.

Superannuation is additional to the mentioned rate

Minimum 3-month contract with the potential for a long-term, full-time position.

Office location is based in North Sydney.

To Apply: If you are passionate about hospitality, customer service, and sales, we would love to meet you!

Please send your CV to [email protected].

For more information, visit our website: www.charlieandfranks.com.au.

**Please note this position is not available for sponsorship