Operations & Order Manager – Ultimate Creations Floral Studio

ULTIMATE CREATIONS FLORAL STUDIOS

QUEENS, NEW YORK

Role Overview

Ultimate Creations is seeking a highly organized and detail-oriented Operations & Order Manager to oversee the daily workflow of our floral studio. This role manages customer orders, coordinates deliveries, supports financial tracking, and ensures smooth operations across the business. The ideal candidate is reliable, professional, and able to multitask in a fast-paced, creative environment.

Job Description

The Operations & Order Manager at Ultimate Creations is responsible for processing and managing customer orders, coordinating with floral designers and delivery staff, handling invoicing and payments, managing inventory, and maintaining accurate financial and administrative records. This position plays a central role in ensuring customers receive exceptional service and that every order is completed accurately, beautifully, and on time.

Key Duties & Responsibilities

Order Management

• Receive and process customer orders via phone, email, website, and in-person.
• Confirm all order details, including delivery instructions and special requests.
• Coordinate with floral designers to ensure each arrangement meets design specifications.
• Schedule and manage delivery routes for timely drop-offs.
• Handle order updates, rush requests, and issue resolution.

Customer Service

• Provide warm and knowledgeable support to customers with inquiries, quotes, and custom arrangement requests.
• Assist walk-in clients and help guide product selections.
• Maintain Ultimate Creations’ high customer service standards.

Financial Administration

• Prepare invoices, process payments, and reconcile daily sales.
• Track deposits, vendor payments, and expenses.
• Support bookkeeping tasks and weekly financial summaries.
• Collaborate with ownership on budgeting, forecasting, and financial reporting.

Inventory & Vendor Management

• Monitor floral and supply inventory and reorder when needed.
• Place and track orders with wholesalers and vendors.
• Inspect shipments for quality and freshness.
• Maintain organized inventory of vases, ribbons, tools, and packaging materials.

Shop Operations

• Keep the studio organized, clean, and client-ready.
• Update order boards, production schedules, and digital systems daily.
• Assist with holiday preparation, weddings, and large event coordination.
• Handle administrative tasks and support overall shop operations.

Marketing & Content Support (Bonus)

• Capture simple photos/videos of arrangements for social media.
• Update website or product listings during seasonal changes.
• Assist with brochures, flyers, and marketing campaigns when needed.

Qualifications

• Strong organizational and multitasking skills.
• Excellent customer service and communication abilities.
• Basic financial knowledge (invoicing, cash management, reporting).
• Comfortable with POS/order management systems and spreadsheets.
• Ability to work in a fast-paced environment, especially during peak floral holidays.
• Experience in floral, retail, or hospitality is preferred but not required.
• Positive, professional, and team-oriented mindset.

Compensation

• Base Salary: $55,000 – $60,000 per year (based on experience)
• Commissions: Additional commission opportunities based on sales and event bookings