Administrative & Invoicing Specialist — Fast-Paced Ops

East Bay Restaurant Supply, Inc.; Canton (TX); On-site; USD 25,000 - 36,000; Full time

Job summary

East Bay Restaurant Supply, Inc. is seeking an Administrative Assistant to join our team. This hourly, full-time role focuses on data entry, invoice processing, and maintaining accurate financial and warehouse records to support the Administrator and operations.

You will work in a fast-paced environment, entering data into NetSuite, Bill.com, AutoQuotes, and related tools, processing AP/AR invoices, and helping keep shipments and records aligned with deadlines.

Qualifications

• Minimum 3 years in administrative or accounting support role.
• Experience with AP, AR, invoicing, and basic transaction processing.
• Hands-on with ERP and invoicing systems (NetSuite, Bill.com, AutoQuotes).
• Familiar with warehouse operations, fulfillment, and order tracking.
• Strong data entry and spreadsheet skills; detail oriented.
• Excellent written and verbal English communication.
• Ability to work independently and with cross-functional teams.

Responsibilities

• Assist the Administrator with day-to-day administrative and operational tasks.
• Enter data accurately into systems such as NetSuite, Bill.com, AutoQuotes, and other internal tools.
• Process invoices for sales, accounts payable (AP), and accounts receivable (AR).
• Maintain detailed invoice logs and backorder reports to ensure accurate tracking and timely resolution.
• Support item fulfillment processes, including coordinating with warehouse staff and updating system records.
• Monitor and follow up on outstanding invoices and backorders with a high sense of urgency.
• Verify invoice and order information for accuracy, resolving discrepancies in a timely manner.
• Collaborate with warehouse personnel to ensure accurate documentation of shipments and receipts.
• Generate and update reports related to invoicing, AP/AR, and order status as requested.
• Respond to internal and external inquiries regarding invoices, payments, and order status.
• Support process improvements and help streamline workflows related to invoicing and data entry.
• Maintain organized electronic and/or physical files for invoices, reports, and related documentation.

Skills

Administrative support

Data entry

Communication

Attention to detail

Multitasking

Team collaboration

Education

High school diploma or equivalent

Tools

NetSuite

Bill.com

AutoQuotes

Job description

East Bay Restaurant Supply, Inc. is seeking an Administrative Assistant to join our team. This hourly, full-time role focuses on data entry, invoice processing, and maintaining accurate financial and warehouse records to support the Administrator and operations.

You will work in a fast-paced environment, entering data into NetSuite, Bill.com, AutoQuotes, and related tools, processing AP/AR invoices, and helping keep shipments and records aligned with deadlines.