Catering Administrator

Job Details:

Job Location:

SPRINGFIELD, OH 45504, Position Type:
Full Time, Sheehan Brothers Vending is seeking a highly organized, dependable, and detail-oriented Catering Administrative Assistant to support the Catering Director and daily catering operations. This role combines administrative, customer service, order-tracking, product-planning, and hands-on Commissary responsibilities. Organization and attention to detail are essential, as the position requires managing multiple orders, deadlines, quantities, and customer communications accurately.

• Review sales orders for completeness, pricing, quantities, dates, pickup or delivery times, and special instructions.
• Submit completed sales orders to the Catering Director for review and approval.
• Maintain and update a spreadsheet of sales orders pending approval, including order changes, approvals, completions, and cancellations.
• Track upcoming orders, deadlines, production needs, and special requests.
• Prepare order forms, production sheets, labels, invoices, and related documentation.
• Generate pie pan orders for the Sales Team and communicate requirements to the appropriate departments.
• Maintain organized electronic and paper records.

• Contact customers to confirm orders and verify details.
• Follow up on inquiries, missing information, order changes, and special requests.
• Respond to calls and emails professionally and promptly.
• Communicate order updates and customer concerns to the Catering Director and appropriate team members.
• Provide excellent service throughout the order and fulfillment process.

• Review upcoming orders to determine needed products, ingredients, packaging, and supplies.
• Combine product requirements across orders to support catering production planning.
• Communicate product and quantity needs to the Catering Director and Commissary team.
• Monitor supply levels and report reorder needs to the Catering Director.
• Help prevent shortages, overproduction, and waste through accurate planning and recordkeeping.

• Assist with preparing, assembling, portioning, packaging, labeling, and staging catering orders.
• Double-check packed orders against sales orders and production sheets to ensure products, quantities, labels, utensils, and special-request items are correct.
• Identify and report missing, incorrect, or damaged items before orders leave the facility.
• Keep orders separated and organized by customer, date, and pickup or delivery time.
• Follow all food safety, sanitation, cleanliness, and workplace safety procedures.
• All other duties as assigned.

• High school diploma or equivalent preferred; prior administrative, customer service, catering, food service, inventory, or order-entry experience preferred.
• Must be exceptionally organized and detail-oriented, with strong proofreading, order-verification, and recordkeeping skills.
• Ability to manage multiple orders, deadlines, priorities, and customer requests in a fast-paced environment.
• Ability to calculate product and supply needs accurately and recognize missing or conflicting information.
• Professional written and verbal communication skills.
• Basic computer skills, including email, spreadsheets, data entry, and order-processing systems;
  Microsoft Excel experience preferred.
• Dependable, punctual, able to follow instructions accurately, and willing to work in both office and Commissary settings.

Physical demands:
The employee stands approximately 50% of the workday in the Commissary, frequently moves throughout the office and Commissary, and continuously uses their hands for fine and…