Development Department Assistant

Do you thrive in a role that blends organization, communication, and hands on product work? Are you energized by managing details, tracking progress, and supporting creative development in a fast-paced environment?

Floral Services is hiring a Development Department Administrative Assistant to join our team in Portland, OR, to support the product development team across multiple categories.

Key Details

• Pay: $25 to $27 per hour, depending on experience
• Benefits: Medical, dental, and vision coverage, paid holidays, vacation and sick time, and a 401(k) plan
• Location: Our headquarters in SE Portland, OR (Iron Fireman Collective building)
•  Schedule: Full time, Monday to Friday, 35 to 40 hours per week, onsite

Who We Are: Floral Services is a leading supplier of floral hard goods, seasonal containers, seasonal décor, and candles, providing beautifully designed products for the home to retail partners across the U.S. and globally.

Our development team is small, collaborative, and highly creative. We work closely together to bring new ideas to life, balancing design innovation with operational precision. Every team member plays an essential role in keeping projects moving and ensuring our products meet the highest standards. If you enjoy variety, independence, and being part of a team that values resourcefulness and attention to detail, you’ll feel right at home here.

Visit our website at: www.fsidecor.com

About the Role: The Development Department Assistant is a critical contributor to Floral Services’ product development process, providing essential support to ensure projects move smoothly from concept to completion. This role blends administrative responsibilities with hands on sample management and requires strong organizational skills, attention to detail, and proactive communication.

Responsibilities:

• Track new sample developments through email and follow up on ready dates with buying agents
• Own the sample request process and monitor/schedule delivery of samples from overseas
• Update sample statuses in a shared tracking sheet
• Report sample status to cross functional teams and troubleshoot any roadblocks to on-time delivery
• Locate samples upon arrival and review for accuracy to what was requested
• Sort samples into appropriate categories and check in using tracking sheets
• Photograph samples and ensure proper lighting, focus, exposure, composition, color balance, image format, and resolution (training provided; prior experience not required)
• Notify appropriate team members to continue the next steps in the sample life cycle
• Prepare shipment check-in forms for incoming air shipments to ensure all pallets and boxes are received
• Create customer sample labels and apply to all samples
• Pack and ship samples (4 boxes or less)
• Coordinate with Operations to schedule packing assistance (4 boxes ) and truck delivery to customer meetings
• Add item notes and testing requirements to the PO Notes column in the cost file for relevant items
• Create item line sheets in Excel and compile sample catalogs in PowerPoint
• Title sample photos with correct item number naming system
• Upload photos to our ERP software system
• Save factory catalogs and organize by country/year
• Update candle fragrance files
• Assist the development team with creative projects and file setup
• Availability to travel to customer meetings and set up samples
• Other duties as assigned.

What You’ll Need: 

• Strong organizational skills and ability to work independently
• Proficiency in Microsoft Office Suite, specifically Outlook and Excel
• Excellent written and verbal communication skills for international correspondence
• Administrative or office experience preferred
• Ability to balance desk work with light physical tasks (moving samples, unpacking boxes)
• Photography or graphic design experience is a plus, but not required
• Meticulous attention to detail. To demonstrate your ability, please include the phrase “Plush Flower” in your application

Floral Services is an equal opportunity employer. We celebrate diversity and are dedicated to creating an inclusive atmosphere for all employees.