Administrative Assistant - Catering Sales

JDCUSTOMCATERING LLC; Wallingford (CT); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

Flexible schedule

Daily meals

Hands-on training

Job summary

JDCUSTOMCATERING LLC seeks a capable Catering Administrative Assistant to support office operations from planning to completion of events in Wallingford, CT. You will handle client communications, update BEOs, manage schedules, process invoices, and maintain filing systems to ensure smooth catering execution.

Ideal candidates are organized, detail-oriented, and customer-focused with strong written and spoken communication.

Qualifications

• Experience in administrative support or office coordinating roles.
• Excellent written and verbal communication skills.
• Strong attention to detail and organizational abilities.

Responsibilities

• Creating event documents (memos, proposals, BEOs).
• Updating event calendars and appointment schedules.
• Tracking and managing catering supplies and inventory.
• Assisting with staff scheduling and training.
• Handling incoming/outgoing mail.

Skills

Organizational skills

Communication

Customer service

Time management

Problem-solving

Education

High school diploma or equivalent

Tools

Google Suite

MS Office

Staffmate

TPP software

Job description

The Catering Administrative Assistant provides crucial office and operational support, handling client communication (phones, emails, inquiries), managing event details (scheduling staff/meetings, updating BEOs/contracts), processing financial tasks (invoices, purchase orders, billing), maintaining records (filing, databases), and assisting with inventory and reporting, all to ensure smooth catering event execution from planning to completion. Key skills include strong organization, communication, attention to detail, time management, and customer service.

Key Responsibilities

• Client & Communication:Answer phones, respond to inquiries, manage correspondence, and coordinate with clients and internal teams.
• Event Coordination:Update Banquet Event Orders (BEOs), create event schedules, book staff, coordinate logistics, and assist with timelines.
• Financial & Clerical:Process invoices, provide receipts to accounting dept.
• Office Management:Maintain filing systems, manage databases, order supplies, and handle general office duties.

Essential Skills & Qualifications

• Organizational Skills:Time management, attention to detail, strong filing/database management.
• Communication:Excellent verbal and written skills for interacting with clients, staff, and management.
• Customer Service:Friendly, approachable, and solution-oriented demeanor.
• Technical Proficiency:Competence with office software (Google Suite, MS Office). Familiarity with Staffmate and TPP software a PLUS.
• Problem-Solving:Ability to resolve issues and adapt to a fast-paced environment

Typical Duties & Tasks

• Creating and distributing event documents (memos, proposals, BEOs).
• Updating event calendars and appointment schedules.
• Tracking and managing catering supplies and inventory.
• Assisting with staff scheduling and training.
• Handling incoming/outgoing mail.

What we offer:

• Flexible schedule within business hours
• Experienced based compensation
• Hands on training
• Daily meals!