Administrative Assistant – Bookkeeping Focus

Administrative Assistant Bookkeeping Focus

Location: Remote (South Africa preferred for UK time zone alignment)
Compensation: USD $1000$1300/month (The final offer is at the clients discretion and depends on the candidates interview result skills and experience.)
Industry: Food Service / Catering
Schedule: Full-time 40 hours/week core hours aligned to UK business hours MondayFriday

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

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

• 24 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