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.

• Sales Order Administration
  • 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.
• Customer Service and Communication
  • 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.
• Product Planning and Supply Tracking
  • 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.
• Catering and Commissary Support
  • 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 gross manipulation. The employee must regularly lift, push, pull, carry, and/or move up to 40 pounds and must be able to exchange accurate information with others. Daily work may include knives, sharp items, and cooking equipment.

Work environment:
The employee may be exposed to freezing or refrigerated conditions, sharp objects, hot surfaces, and moderate noise. Required protective equipment includes gloves, aprons, hairnets, and smocks. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Medical, dental, vision, and group life insurance available after 30 days, effective at the start of the following month.
• 401(k) eligibility after 90 days. 3% company match and 50% company match to 4 and 5%
• Paid vacation: 5 days after 6 months, 10 days after 1 year, and 15 days after 2 years of service.
• 6 paid holidays, employee assistance program, on-the-job training, professional development assistance, and referral program.
• Generous employee discounts on products and catering orders, company events, and a welcoming team environment.

Employment is contingent upon successful completion of a pre-employment drug screen and background check. Sheehan…