Catering Billing & Administrative Assistant

Catering Billing & Administrative AssistantJoe Coffee Company is seeking a detail-oriented and organized Catering Billing & Administrative Assistant to support the administrative needs of our Catering Team. This part-time role will primarily focus on client invoicing and billing administration, while also providing general administrative support to help keep catering operations organized and running smoothly.The ideal candidate is reliable, highly organized, comfortable working with numbers and digital systems, and able to communicate professionally with both internal teams and clients. This is a great opportunity for someone looking for consistent part-time administrative work and exposure to the operational side of a growing catering business.Key ResponsibilitiesClient Invoicing & BillingPrepare and issue accurate and timely invoices for catering clientsReview catering orders and supporting documentation to ensure invoices accurately reflect services provided, pricing, fees, and other applicable chargesEnter and maintain invoice and billing information in ToastTrack outstanding invoices and assist with routine client follow-up regarding payment status or billing questions using R365Maintain organized and accurate billing records and supporting documentationIdentify discrepancies or missing information and partner with the appropriate team members to resolve them before invoices are finalizedAssist with reconciling catering billing information and maintaining accurate records for completed events and ordersEscalate billing discrepancies, overdue accounts, or other concerns to the appropriate team member when necessaryAdministrative SupportProvide general administrative support to the Catering Team as neededMaintain organized digital files, spreadsheets, records, and client documentationAssist with data entry, reporting, and other administrative projectsCommunicate with Catering and Accounting team, and other internal teams to collect information needed for accurate and timely billingRespond professionally and promptly to routine client communications related to invoices and billingSupport additional administrative needs of the Catering Team as assignedSystems & TechnologyThis role will regularly work with:Restaurant365 (R365)Google Workspace, including Gmail, Google Sheets, Google Docs, and Google DriveExcelSlackPrevious experience with these platforms, particularly Restaurant365, is preferred but not required. Training will be provided. Candidates should be comfortable learning and navigating new technology and administrative systems.QualificationsStrong organizational skills and exceptional attention to detailComfort working with numbers, invoices, spreadsheets, and financial informationAbility to accurately enter, review, and maintain dataStrong written and verbal communication skillsAbility to communicate professionally with clients and internal team membersAbility to manage multiple tasks and deadlines independentlyStrong follow-through and ability to identify and resolve discrepanciesBasic proficiency with email, spreadsheets, and cloud-based workplace toolsExperience with invoicing, accounts receivable, bookkeeping, catering administration, hospitality administration, or similar work is preferred but not requiredExperience with Restaurant365, Google Workspace, and Slack is preferred but not requiredAbility to handle business and client information with appropriate confidentiality and discretionScheduling & AvailabilityThis position is expected to work approximately 10–15 hours per week. Candidates should have availability during regular business hours, when clients and internal team members are available, and should have some flexibility to provide administrative support as business needs arise.The specific weekly schedule will be established based on the needs of the Catering Team and the employee's availability.Physical RequirementsThe physical requirements described below are representative of those necessary to perform the essential functions of this position, with or without reasonable accommodation:Ability to remain in a seated or stationary position for extended periods while completing computer-based administrative workAbility to regularly use a computer, keyboard, mouse, phone, and other standard office equipmentAbility to communicate effectively in person, by phone, and through electronic communicationAbility to read and review invoices, spreadsheets, order details, and other digital or printed recordsAbility to occasionally move or carry office materials and supplies weighing up to approximately 15 poundsAbility to occasionally move throughout an office, catering workspace, or other company worksite as neededJoe Coffee Company is committed to creating an inclusive workplace and providing reasonable accommodations to qualified individuals with disabilities. #J-18808-Ljbffr Joe Coffee