Catering Billing & Administrative Assistant
Joe 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 Responsibilities
Client Invoicing & Billing
• Prepare and issue accurate and timely invoices for catering clients
• Review catering orders and supporting documentation to ensure invoices accurately reflect services provided, pricing, fees, and other applicable charges
• Enter and maintain invoice and billing information in Toast
• Track outstanding invoices and assist with routine client follow-up regarding payment status or billing questions using R365
• Maintain organized and accurate billing records and supporting documentation
• Identify discrepancies or missing information and partner with the appropriate team members to resolve them before invoices are finalized
• Assist with reconciling catering billing information and maintaining accurate records for completed events and orders
• Escalate billing discrepancies, overdue accounts, or other concerns to the appropriate team member when necessary
Administrative Support
• Provide general administrative support to the Catering Team as needed
• Maintain organized digital files, spreadsheets, records, and client documentation
• Assist with data entry, reporting, and other administrative projects
• Communicate with Catering and Accounting team, and other internal teams to collect information needed for accurate and timely billing
• Respond professionally and promptly to routine client communications related to invoices and billing
• Support additional administrative needs of the Catering Team as assigned
Systems & Technology
This role will regularly work with:
• Restaurant365 (R365)
• Google Workspace, including Gmail, Google Sheets, Google Docs, and Google Drive
• Excel
• Slack
Previous 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.
Qualifications
Qualifications
• Strong organizational skills and exceptional attention to detail
• Comfort working with numbers, invoices, spreadsheets, and financial information
• Ability to accurately enter, review, and maintain data
• Strong written and verbal communication skills
• Ability to communicate professionally with clients and internal team members
• Ability to manage multiple tasks and deadlines independently
• Strong follow-through and ability to identify and resolve discrepancies
• Basic proficiency with email, spreadsheets, and cloud-based workplace tools
• Experience with invoicing, accounts receivable, bookkeeping, catering administration, hospitality administration, or similar work is preferred but not required
• Experience with Restaurant365, Google Workspace, and Slack is preferred but not required
• Ability to handle business and client information with appropriate confidentiality and discretion
Scheduling & Availability
This 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 Requirements
The 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 work
• Ability to regularly use a computer, keyboard, mouse, phone, and other standard office equipment
• Ability to communicate effectively in person, by phone, and through electronic communication
• Ability to read and review invoices, spreadsheets, order details, and other digital or printed records
• Ability to occasionally move or carry office materials and supplies weighing up to approximately 15 pounds
• Ability to occasionally move throughout an office, catering workspace, or other company worksite as needed
Joe Coffee Company is committed to creating an inclusive workplace and providing reasonable accommodations to qualified individuals with disabilities.