CATERING ADMINISTRATIVE ASSISTANT (PART TIME)

Chartwells Higher Education Dining Services; Portland (OR); On-site; USD 32,000 - 34,000; Part time

Benefits offered by this job

Health and Wellness Programs

Retirement Plan

FSAs

Job summary

Chartwells Higher Education Dining Services in Portland, OR, is seeking a Part-time Catering Administrative Assistant to support event coordination, setup, service, and on-site operations. The role includes handling staffing, documentation, and day-to-day office tasks with a focus on accuracy and client service.

The position requires 3 years of catering experience and offers on-site work with variable hours, including weekends.

Qualifications

• 3 years of catering experience required.

Responsibilities

• Coordinate and distribute catering orders, manage event details, staffing information, and updates for upcoming events.
• Provide hands‑on support during catering events, including setup, service, replenishment, guest assistance, breakdown, and other day‑of operational needs.
• Assist with staffing, including directing assignments and managing short‑notice staffing needs.
• Perform a mix of administrative and operational duties, switching between office and on-site tasks as needed.
• Answer telephones and direct inquiries professionally.
• Maintain confidential personnel files and assist in preparing employment and labor documents.
• Record weekly cash sales and meal counts; enter data using computer.
• Process vendor invoices and perform monthly vendor statement reconciliation.
• Assist in end-of-month financial reports preparation and monthly state claim forms.

Skills

Catering experience

Job description

Job Details

• Position: Part time CATERING ADMINISTRATIVE ASSISTANT
• Address: 1825 Southwest Broadway, Suite 260, Portland, OR 97201
• Schedule: Part time; Monday through Friday, hours may vary. Weekend work required.
• Pay Range: $23.00 per hour to $25.50 per hour.

Requirements

• 3 years of prior catering experience is required.

Key Responsibilities

• Coordinate and distribute catering orders, manage catertrax event details, staffing information, and operational updates to ensure catering staff have accurate and timely information for upcoming events.
• Provide hands‑on support during catering events, including setup, service, replenishment, guest assistance, breakdown, and other day‑of operational needs.
• Assist with the coordination and direction of catering staff, including communicating assignments, helping manage short‑notice staffing needs, monitoring event execution, and providing support where needed.
• Perform a combination of administrative and operational duties, transitioning between office‑based responsibilities and active floor support based on daily business and event needs.
• Answer telephones and direct inquiries in a professional and client centric manner.
• Maintain confidential personnel files.
• Assist management staff in preparing confidential employment and labor relations documents, including but not limited to proposed disciplinary notices.
• Assist with staffing, including finding staff when employees call out on short notice.
• Work effectively and maintain good working relationships with co‑workers, school personnel, administrators, student's parents and Supervisor.
• Complete and maintain accurate and up to date records of students eligible for free and reduced priced lunches if applicable.
• Enter weekly cash sales and meal counts using computer.
• Perform daily bank deposit reconciliation.
• Process vendor invoices for payment - using computer, making sure addition is correct and checking item prices against bid specifications, making sure there is no discrepancy in pricing.
• Perform monthly vendor statement reconciliation.
• Prepare monthly state claim form for reimbursement.
• Assist in preparation of end of month financial reports.
• Attend in‑service and/or safety meetings as required.
• Maintain clean and safe work environment; ability to perform job safely.
• Performs other duties as assigned.

Benefits

• Opportunities for Training and Development
• Retirement Plan
• Associate Shopping Program
• Health and Wellness Programs
• Discount Marketplace
• Identity Theft Protection
• Pet Insurance
• Voluntary Benefits, including Critical Illness Insurance, Accident Insurance, Hospital Indemnity Insurance, Legal Services, and Choice Auto and Home Program
• Medical
• Dental
• Vision
• Life Insurance/AD
• Disability Insurance
• Commuter Benefits
• Employee Assistance Program
• Flexible Spending Accounts (FSAs)

Associates may also be eligible for paid and/or unpaid time off benefits in accordance with applicable federal, state, and local laws. For positions in Maryland, Washington State, or to be performed Remotely, click here or copy/paste the link below for paid time off benefits information. https://www.compass-usa.com/wp-content/uploads/2023/08/2023_WageTransparency_ChartwellsHED.pdf

Because this position requires you to perform services in an educational facility, there may be periods when the Company does not require you to perform work (such as winter and summer breaks when food service needs decline or cease). Any such periods during which you do not perform work on the Company’s behalf may be unpaid and deemed a temporary layoff. However, depending on business needs, you may be required to work year‑round, potentially at a different location during break periods. Business needs may vary from year to year.

Our Commitment to Diversity and Inclusion

Compass Group is an equal opportunity employer. At Compass, we are committed to treating all Applicants and Associates fairly based on their abilities, achievements, and experience without regard to race, national origin, sex, age, disability, veteran status, sexual orientation, gender identity, or any other classification protected by law.

Qualified candidates must be able to perform the essential functions of this position satisfactorily with or without a reasonable accommodation. Disclaimer: this job post is not necessarily an exhaustive list of all essential responsibilities, skills, tasks, or requirements associated with this position. While this is intended to be an accurate reflection of the position posted, the Company reserves the right to modify or change the essential functions of the job based on business necessity.

Certain positions may require Florida Level 2 background screening. Details: https://info.flclearinghouse.com/

Applications are accepted on an ongoing basis.

Chartwells Higher Ed maintains a drug‑free workplace.