Administrative Assistant (Food)

Kosher Gourmet Inc is a gourmet food purveyor providing quality dietary meals for banquet hotels, including Kosher & Halal.

We are seeking an Administrative Assistant (with experience in food operations) to support our food operations through order entry, purchasing, and invoice processing. This role ensures accurate records, efficient workflows, and ability to thrive in a fast-paced food-service environment.

Position Overview

• Enter customer invoice orders into QuickBooks accurately and timely manner
• Place daily and weekly food orders with distributors and vendors based on operational needs
• Monitor order confirmations, delivery schedules, substitutions, shortages, and backorders
• Receive, scan, organize, and record all food invoices and purchasing documentation
• Log & scan vendor invoices into our food cost software platforms
• Perform high-volume data entry with exceptional accuracy and attention to detail
• Review incoming customer orders for completeness and accuracy
• Maintain organized digital records across company software platforms
• Match invoices to orders and delivery records to ensure accuracy
• Identify and report invoice discrepancies, missing items, pricing issues, or receiving errors
• Track food purchasing activity and maintain accurate purchasing records
• Support management with administrative projects, reporting, and operational tasks
• Respond flexibly to unexpected operational needs such as urgent customer requests, vendor issues, and time-sensitive projects
• Serve as a reliable team member helping keep purchasing, software, invoices, and food operations organized and efficient

Required Qualifications

• Minimum 2 years of experience in a restaurant, hotel, catering company, commercial kitchen, food distributor, or similar food-service environment
• Experience placing food orders and working directly with food vendors
• Proficiency with Google Workspace (Sheets, Docs, Gmail)
• Experience in QuickBooks
• Strong data entry, organizational, and administrative skills
• Excellent attention to detail and ability to identify discrepancies
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• Professional written and verbal communication skills
• Able to work independently and take ownership of responsibilities
• HACCP Certified or willingness and ability to obtain certification
• Familiarity with or willingness to learn kosher food operations, standards, products, and purchasing requirements

Preferred Qualifications

• Associate's degree or higher