Administrative Assistant - Bookkeeping focus

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.

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.

Order Processing & Customer Communication

• 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
   

Invoicing & Basic Bookkeeping

• 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
   

Internal Reporting & Admin

• 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

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

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