Office Administrator

Job Description

Job Description

About Us Philadelphia Candies has been crafting handmade chocolates since 1919. From our Hermitage, PA headquarters, we reach customers nationwide through our website, wholesale distribution, school and nonprofit fundraising programs, and two retail stores in Hermitage, PA and Boardman, OH. Our Hermitage team plays an integral part in the continued success and growth of our nationally recognized brand. We're a small team where you own your work and collaborate with the people around you.

The Role This is a hands-on office position spanning four connected areas: accounts receivable, wholesale account support, our fundraising programs, and day-to-day office operations. You'll be the person wholesale buyers, fundraising organizers, and our internal team rely on to keep invoices clean, orders flowing, labels accurate, and questions answered. You'll work closely with the owner, the accounting team, the plant manager, and our warehouse staff in our Hermitage office.

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
• Support general bookkeeping and recordkeeping
• 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
  

Office Operations & Compliance Support

• Manage product and ingredient labels — identifying the correct label for each package and printing it using our label management software
• Support the plant manager and production team with documentation related to Good Manufacturing Practices (GMP), Pennsylvania Department of Agriculture, and U.S. Food & Drug Administration standards
• Handle general phone calls and correspondence — email, letters, packages
• Maintain office supply inventory and place orders as needed
• Keep records and internal databases current and organized
  

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 a $14 invoicing error before anyone else notices
• Friendly, professional phone and email communication style
• Ability to juggle multiple workflows without dropping the ball, especially during our Easter and Christmas seasonal peaks
• You take ownership of outcomes, not just tasks
  

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
• Familiarity with payroll processes
• Experience in a regulated industry, food manufacturing especially
• Comfort learning new business software
  

Details

• Full-time, in-person at our Hermitage, PA office
• Schedule: Monday - Friday, 8:30 AM - 5:00 PM

Company Description

Company History:
In 1919, three brothers who immigrated from Greece founded Philadelphia Candies in the Mercer County, Pennsylvania. They chose “Philadelphia Candies” as the name of their company because in the Greek language it means "candies made with brotherly love.” Today, second and third generation family members still enjoy making delicious candies.

Why You Will Enjoy Our Chocolate:
We use the finest, freshest chocolate, nuts and fruits available. Then, our highly skilled candy makers cook all our candy center from scratch and never use shortcuts like mixes.

When you taste Philadelphia Candies, you’ll know why our freshly roasted nut, rich milk and dark chocolates, and delicious made-from-scratch centers have meant quality since 1919.

Visit our 4,000 sq. ft. chocolate specialty store and enjoy a selection of over 150 delicious chocolate creations fresh from our showcase. Online ordering is also available.

Virtual Chocolate Factory Tour:
Our Chocolate Factory Tour is available online. You will be thrilled to see our candy makers cooking cream centers, delicious fudges, marshmallow, and egg fillings.

Company Description

Company History:\r\nIn 1919, three brothers who immigrated from Greece founded Philadelphia Candies in the Mercer County, Pennsylvania. They chose “Philadelphia Candies” as the name of their company because in the Greek language it means "candies made with brotherly love.” Today, second and third generation family members still enjoy making delicious candies.\r\n\r\nWhy You Will Enjoy Our Chocolate:\r\nWe use the finest, freshest chocolate, nuts and fruits available. Then, our highly skilled candy makers cook all our candy center from scratch and never use shortcuts like mixes.\r\n\r\nWhen you taste Philadelphia Candies, you’ll know why our freshly roasted nut, rich milk and dark chocolates, and delicious made-from-scratch centers have meant quality since 1919.\r\n\r\nVisit our 4,000 sq. ft. chocolate specialty store and enjoy a selection of over 150 delicious chocolate creations fresh from our showcase. Online ordering is also available.\r\n\r\nVirtual Chocolate Factory Tour:\r\nOur Chocolate Factory Tour is available online. You will be thrilled to see our candy makers cooking cream centers, delicious fudges, marshmallow, and egg fillings.