Administrative Assistant - Bookkeeping Focus - 47667417213

Somewhere; South Africa; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A growing catering business is seeking an Administrative Assistant with a bookkeeping focus. The role involves supporting customer orders, maintaining records in Xero, and generating invoices. Ideal for candidates with 2-4 years of experience in administrative roles. This is a fully remote position aligned to UK business hours, offering a competitive salary for South African professionals.

Benefits

Opportunity to build a dedicated administrative function

Fully remote role

Competitive USD-based salary

Qualifications

• 2-4 years in administrative support or bookkeeping.
• Hands-on experience with Xero for invoicing and reconciliation.
• Strong written English required.

Responsibilities

• Book and process customer orders.
• Generate and send customer invoices in Xero.
• Maintain internal spreadsheets and prepare reports.

Skills

Administrative support

Bookkeeping

Strong written English

Attention to detail

Tools

Xero

Square

Google Sheets

Excel

Job description

Administrative Assistant – Bookkeeping Focus. Location: Remote (South Africa preferred for UK time zone alignment). Compensation: USD $1,000-$1,300/month. Industry: Food Service / Catering. Schedule: Full-time, 40 hours/week, core hours aligned to UK business hours, Monday-Friday.

About the Company

This is a UK-based catering and food service business operating under a parent company. Orders currently arrive via email and are processed into Square and Xero. The business is building its first dedicated administrative function to streamline order processing, invoicing, and light bookkeeping so the founder can focus on operations and growth.

Role Overview

This role combines administrative support and light bookkeeping. Responsibilities include booking and processing customer orders, maintaining accurate records in Square and Xero, generating invoices, responding to customer queries, and assisting with credit control. You will also maintain internal spreadsheets and prepare administrative documents and reports. Accuracy, reliability, and responsiveness are critical in this junior-to-mid-level position.

Key Responsibilities

• Book in and process customer orders received via email
• Enter orders into Square using established templates
• Send templated order confirmations and follow up on missing details
• Capture dietary requirements (e.g., vegan, nut‑free) accurately
• Respond to customer queries via email and maintain a clear record of communications

• Generate and send customer invoices in Xero
• Reconcile customer payments against invoices
• Enter supplier bills in Xero and code to appropriate categories
• Assist with credit control and follow‑up on outstanding payments
• Prepare weekly accounts receivable and payable snapshots
• Support basic month‑end bookkeeping tasks, ensuring all orders and bills are reconciled

• Maintain internal spreadsheets tracking labor‑to‑turnover ratios and food costs
• Prepare administrative documents and reports as needed
• Keep SOPs, templates, and checklists up to date for consistency
• Identify bottlenecks or data gaps and propose small improvements

Tools You Will Use

• Xero (accounting and invoicing)
• Square (kitchen POS and order entry)
• Google Sheets or Excel (internal metrics and lists)
• Email (order intake, customer confirmations, and queries)

Required Experience & Skills

• 2-4 years in administrative support or bookkeeping, preferably in small business environments
• Hands‑on experience with Xero for invoicing, bill entry, and reconciliation
• Familiarity with POS/order‑entry systems such as Square
• Strong written English and professional email etiquette
• High attention to detail, comfort following templates and checklists
• Reliable internet, computer, and quiet workspace
• Ability to work independently and maintain process discipline

Nice to Have

• Experience in food service, catering, or hospitality
• Prior work supporting a UK‑based team
• Basic spreadsheet skills: lookups, filters, simple formulas

Why Join

• Opportunity to build the first dedicated administrative function for a growing catering business
• Fully remote role with hours aligned to UK business operations
• Competitive USD‑based salary for South African professionals
• Long‑term engagement with growth potential and structured support