What are the responsibilities and job description for the Office Administrative Assistant position at Philadelphia Candies?
Office Administrator — Accounts Receivable, Wholesale & Fundraising
Philadelphia Candies | Hermitage, PA
About Us Philadelphia Candies has been crafting handmade chocolates since 1919. From our Hermitage, PA headquarters, we reach customers nationwide through e-commerce, wholesale distribution, school and nonprofit fundraising programs, and retail stores in Hermitage and Boardman, OH. We're a small, tight-knit team.
The Role This is a hands-on office position spanning three connected areas: accounts receivable, wholesale account support, and our fundraising programs. You'll be the person wholesale buyers, fundraising organizers, and our internal team rely on to keep invoices clean, orders flowing, and questions answered. You'll work closely with the owner, the accounting team, and our warehouse staff in our Hermitage production facility.
What You'll Do
Accounts Receivable
- Issue and send wholesale invoices through our accounting and e-commerce systems
- Track aging, follow up on outstanding balances, and apply payments
- Reconcile transactions between our e-commerce and accounting platforms
- Maintain accurate customer records and payment terms
Wholesale Account Support
- Process wholesale orders through our e-commerce platform and bulk order tools
- Serve as the primary contact for wholesale buyers — quotes, order status, account questions
- Coordinate with the warehouse and shipping operations to ensure orders ship correctly and on time
- Help maintain pricing, terms, and account information across our omni-channel wholesale program
Fundraising Programs
- Support school, sports, church, and nonprofit groups across all three of our fundraising programs: seasonal Easter and Christmas brochure fundraisers, and our year-round chocolate bar fundraising program
- Set up fundraising group codes and access in our online store
- Process group orders, troubleshoot order issues, and coordinate pickups during the seasonal brochure cycles
- Manage ongoing chocolate bar orders, reorders, and group communication throughout the year
- Cross-reference orders against shipping records and resolve discrepancies before fulfillment
- Communicate with fundraising organizers from program setup through final pickup or delivery
What We're Looking For
- 2 years of experience in accounts receivable, office administration, or a similar role
- Comfort working in modern e-commerce, accounting, and spreadsheet software
- Sharp attention to detail — the kind of person who catches an invoicing error before anyone else notices, whether it's a few cents, a dollar, or hundreds of dollars
- Friendly, professional phone and email communication style
- Ability to juggle multiple workflows without dropping the ball, especially during our Easter and Christmas seasonal peaks
- Self-starter who takes ownership of their work and follows through
Nice to Have
- Experience with shipping or order management platforms
- Familiarity with B2B/wholesale order management
- Prior experience supporting a fundraising program or seasonal business
- Comfort learning new business software
Details
- Full-time, in-person at our Hermitage, PA office
- Schedule: Monday - Friday, 8:30 AM - 5:00 PM