Administrative Assistant

About East Bay Restaurant Supply, Inc. East Bay Restaurant Supply, Inc. (EBRS) is a family-owned commercial foodservice equipment and restaurant supply company founded in 1934 and headquartered in Oakland, California. EBRS supplies restaurant equipment, refrigeration, smallwares and related products nationwide and provides commercial kitchen design, installation and project-management services.

We specialize in the design, supply, and installation of all types of foodservice equipment for hotels, casinos, restaurants, schools, hospitals, employee cafeterias, delicatessens, bakeries and supermarkets... no need is too large or too small!

We have a huge inventory of equipment and supplies at substantially discounted prices for both the professional and home chef. Give us a call, order online, or stop by one of our locations. We look forward to sharing our foodservice experience with you.

About The Role The Administrative Assistant will provide critical support to the Administrator and overall operations by managing daily administrative and transactional tasks with accuracy and urgency. This hourly, full-time role is heavily focused on data entry, invoice processing, and maintaining accurate financial and warehouse-related records. The ideal candidate will be highly organized, detail-oriented, and comfortable working in a fast-paced environment where meeting deadlines and resolving issues quickly is essential. Strong computer skills, familiarity with financial systems, and the ability to collaborate with both administrative and warehouse teams are key to success in this position.

What You'll Do

• Assist the Administrator with day-to-day administrative and operational tasks
• Enter data accurately into systems such as NetSuite, Bill.com, AutoQuotes, and other internal tools
• Process invoices for sales, accounts payable (AP), and accounts receivable (AR)
• Maintain detailed invoice logs and backorder reports to ensure accurate tracking and timely resolution
• Support item fulfillment processes, including coordinating with warehouse staff and updating system records
• Monitor and follow up on outstanding invoices and backorders with a high sense of urgency
• Verify invoice and order information for accuracy, resolving discrepancies in a timely manner
• Collaborate with warehouse personnel to ensure accurate documentation of shipments and receipts
• Generate and update reports related to invoicing, AP/AR, and order status as requested
• Respond to internal and external inquiries regarding invoices, payments, and order status
• Support process improvements and help streamline workflows related to invoicing and data entry
• Maintain organized electronic and/or physical files for invoices, reports, and related documentation

Qualifications

• Minimum of 3 years of experience in an administrative, accounting support, or similar role
• Experience with AP, AR, invoicing, and basic accounting or transaction processing
• Hands-on experience with NetSuite, Bill.com, and AutoQuotes or similar ERP and invoicing systems
• Familiarity working with warehouse or distribution operations, including item fulfillment and order tracking
• Strong computer skills, including proficiency with spreadsheets, data entry, and office productivity tools
• High attention to detail and accuracy when entering and reviewing financial and order data
• Demonstrated ability to work with a high sense of urgency and manage multiple tasks and deadlines
• Strong problem-solving skills with the ability to identify issues and propose practical solutions
• Effective written and verbal communication skills in English
• Ability to work both independently and collaboratively with administrative, finance, and warehouse teams
• Strong organizational skills and ability to maintain clear, accurate records and documentation