Catering Billing & Administrative Assistant

JOE COFFEE•New York, NY

1d•$25 - $25

About The Position

Joe Coffee Company is seeking a detail-oriented and organized Catering Billing & Administrative Assistant to support the administrative needs of its Catering Team. This part-time role primarily focuses on client invoicing and billing administration, while also providing general administrative support to help keep catering operations organized and running smoothly. The position is suited to someone reliable and highly organized who is comfortable with numbers and digital systems and can communicate professionally with internal teams and clients. The role is expected to work approximately 10–15 hours per week. The employee should be available during regular business hours and have some flexibility to provide 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. Training will be provided for systems and platforms as needed. The role requires extended periods of computer-based administrative work and regular use of standard office equipment. It may also involve occasionally carrying office materials and supplies weighing up to approximately 15 pounds and moving through an office, catering workspace, or other company worksite.

Requirements

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.
Ability to handle business and client information with appropriate confidentiality and discretion.
Availability during regular business hours and some flexibility to provide administrative support as business needs arise.
Ability to remain seated or stationary 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.

Nice To Haves

Experience with invoicing, accounts receivable, bookkeeping, catering administration, hospitality administration, or similar work.
Experience with Restaurant365, Google Workspace, and Slack; these are preferred but not required.

Responsibilities

Prepare and issue accurate and timely invoices for catering clients.
Review catering orders and supporting documentation to ensure invoices 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 Restaurant365 (R365).
Maintain organized and accurate billing records and supporting documentation.
Identify discrepancies or missing information and work with 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.
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 the Catering and Accounting teams 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.