CAREERS

Weekend availability is a requirement of this position.

Benefits of working for us!

Full-time employees:

• Employer paid, employee Medical, Vision, Dental, Life Insurance.

Full-time & Part-time (20+ hours per week) employees:

• Supplemental Insurance options
• Paid time off + Paid holidays
• Additional $1.00 per hour when working on Sundays
• Additional $0.25 per hour when working before 7AM or after 7PM
• 100% ESOP (Employee Stock Ownership Plan)
• 401(K) retirement plan w/ employer match up to 5%
• 20% Employee only discount
• And more!

Summary/Objective

This position is responsible for sales generation, product preparation, food safety, quality control, work safety, and merchandising. This position also educates and assists with general grocery and dairy orders. 

Position Responsibilities (Include, but not limited to)

Product Management

• Consistently achieve all food preparation guidelines, ensuring quality and freshness.
• Process all mis-picks, damaged goods, and credits within established guidelines and report information to the Manager. 
• Comply with stocking standards that ensure high product quality. Incorporate cleaning with stocking and rotation requirements.
• Participate in quarterly physical inventory, more often if needed.
• Assist with developing and maintaining product displays that create an exciting marketplace, strive to develop displays that pique customer interest and impact buying trends. 
• Assist the Manager with ensuring effective informational and price point signing is posted for all products. 
• Assist the Manager in developing effective product descriptions and establishing correct verbiage for all related signs/materials.

Operations

• Consistently achieve all food/beverage preparation guidelines, including full compliance with established recipe program; ensure prepared food consistency, quality, freshness, and portion control.
• Complete daily activities as assigned or needed. Ensure daily tasks and assignments are accomplished correctly and timely.
• Participate in department and store staff meetings as required.
• Use work-related equipment correctly and under the manufacturer's guidelines.
• Adhere to company guidelines regarding internal and external loss prevention, including risk management, accident prevention/safety awareness, and loss prevention.
• Contribute to a productive, enjoyable work environment for customers and employees. 
• Ensure hazardous conditions are promptly and appropriately handled.
• Participate in training and mentoring processes of other team members as needed or assigned. 
• Readily accept delegated responsibilities and positively respond to the Manager's direction. 
• Understand proper customer telephone order procedures and effectively follow department guidelines. 

Customer Service

• Immediately greet all customers with genuine enthusiasm and sincerity. Customize the approach to meet the customer's needs and build rapport. Create customer loyalty through individual service. 
• Effectively shifts gears to meet customer needs. Move quickly and easily from greeting to providing product information, up-selling, closing the sale, thanking, and inviting them back. Effectively assess a customer's needs and appropriately suggest product with the opportunity to interact with that product. 
• Ensure all phone inquiries are handled with appropriate phone etiquette. Ensure customer service expectations are achieved on a department-wide basis. 
• Ensure the department is clean, organized, and customer-friendly. 

Reasonable accommodations may be made to enable individuals with disabilities to perform the position's essential functions. 

Supervisory Responsibility

• None

Pay Scale

We believe in paying employees fairly for doing work of comparable character in line with the Oregon Equal Pay Act, and we’ve implemented an internal pay scale system based on hours worked. 

This position is part of our internal pay scale, which means for every 1040 hours you work, you’ll move to the next level in pay until you reach the maximum of the scale – we call that “Journeyman.” Pretty cool, huh?

Reaching Journeyman is a big deal around here! Yes, it means you’ve reached the top of the pay scale – yay! It also means you’re someone we rely on to go the extra mile. You’re now that person who asks others how you can help, sees areas where they can help without needing to be asked, and the “go-to” person for new employees. We look forward to seeing you reach that goal.

Work Environment

While performing the duties of this job, the employee regularly works in a retail food environment with a diverse population and may be exposed to inclement weather. 

Travel

•  Some travel may be offered. 

Benefits of working for us!

Full-time employees:

• Employer paid, employee Medical, Vision, Dental, Life Insurance.

Full-time & Part-time (20+ hours per week) employees:

• Supplemental Insurance options
• Paid time off + Paid holidays
• Additional $1.00 per hour when working on Sundays
• Additional $0.25 per our when working before 7AM and after 7PM
• 100% ESOP (Employee Stock Ownership Plan)
• 401(K) retirement plan w/ employer match up to 5%
• 20% Employee only discount
• And more!

Summary/Objective

The Finance and Administrative Specialist II is responsible for processing invoices and payments, performing routine bookkeeping and reconciliations, and maintaining accurate financial records for all company locations. This position involves a high volume of data entry and additional responsibilities including check processing, financial reporting coordination, recurring financial obligations, and company-wide permits and licensing. The position also provides administrative support to the HR & Finance Department, including assistance with recruiting, onboarding, and employee benefits.

Essential Functions and Position Responsibilities (included but not limited to)

Accounts Payable & Payment Processing

• Receive, process, verify, and reconcile invoices. Heavy data entry required.
• Process departmental and store-to-store transfers.
• Monitor the Finance Department's general email inbox, respond promptly to payment inquiries and vendor questions, and follow up on discrepancies.
• Maintain accurate accounts payable records using accounting software.
• Process invoices and prepare payments according to established company schedules and procedures.
• Print checks for weekly payment runs, following established procedures.
• Track outstanding accounts payable checks, contact vendors to resolve issues, and reissue checks as needed.
• Process expense reports and maintain accurate expense records.
• Reconcile Fintech accounts and resolve discrepancies.
• Maintain vendor information and W-9 documentation.
• Work with the HR & Finance Manager/Coordinator and outside accountant to prepare and complete annual 1099 reporting.
• Monitor Positive Pay, research flagged checks against banking and accounting records, approve legitimate transactions, and escalate discrepancies that cannot be verified to the HR & Finance Manager.
• Process tax payments and enter corresponding transactions into the accounting system as directed.
• Prepare and issue quarterly Board of Directors checks in accordance with established payment procedures.
• After completed reconciliation by HR & Finance Coordinator, enter insurance invoices into the accounting system, ensure payments are processed by required deadlines, and reconcile applicable charges with bank electronic funds transfer (EFT) payments.
• Process quarterly Oregon Paid Leave (ORPFL) invoice payments according to established deadlines.
• Enter union billing into the accounting system and ensure payments are processed by required deadlines.
• Process building rent, loan, and notes payable payments for all company locations by their established due dates.
• Identify and recommend improvements to accounts payable procedures.

Bookkeeping & Reconciliation

• Enter financial data and balance daily books for all company locations as needed.
• Complete final weekly book reconciliations, ensuring all days for all stores are balanced before submitting information to the outside accountant.
• Enter and reconcile general ledger transactions, ensuring accurate account coding.
• Execute credit card reconciliations.
• Input and reconcile weekly cash receipts.
• Prepare deposit slips, change orders, and related financial paperwork.
• Assist with resolving outstanding bank reconciliation items.
• Assist with month-end, quarter-end, and year-end bookkeeping tasks, including account reconciliations, clearing outstanding balances, and inventory-related accounting as directed.
• Track and report stale-dated checks to the State of Oregon in accordance with applicable unclaimed property reporting requirements.

Financial Records & Reporting Support

• Monitor assigned company email and Microsoft Teams throughout workday, respond to messages in a timely manner, follow up on outstanding requests or issues through resolution, and maintain a clean and organized inbox.
• Maintain a clean and organized workspace, including accurate, orderly, and up-to-date electronic and physical work files.
• Follow applicable record retention requirements and established procedures for organizing, storing, and disposing of financial records.
• Prepare monthly customer charge account statements and assist with accounts receivable tracking.
• Assist with monthly, quarterly, and annual financial reporting by gathering, entering, and organizing required information.
• Complete assigned company-wide and store-specific financial reconciliations, reporting, and accounting tasks.
• Maintain accurate general ledger coding for special events and other assigned company transactions.
• Assist with tracking and processing company donations and other designated financial programs.
• Compile, format, print, and distribute weekly, monthly, quarterly, and year-end financial reports and statements for company leadership, including C-suite management.
• Serve as a point of contact between C-suite management and the outside accountant regarding financial reports, questions, discrepancies, and requested information.
• Assist with financial and other assigned company audits by gathering records, organizing documentation, and coordinating requested information with the HR & Finance Manager, HR & Finance Coordinator, outside accountant, and applicable third-party administrators.

Administrative & Department Support

• Communicate with vendors, store managers, and department managers regarding invoices, financial records, and discrepancies.
• Assist employees with general administrative questions, provide information within the scope of the position, and direct employees to the appropriate person or department when additional assistance is needed.
• Assist the HR & Finance Coordinator with completing employment verification requests for current and former employees, following established authorization and confidentiality procedures.
• Prepare and distribute a weekly report of all open positions to Store Managers, the CEO, and COO, copying the HR Department.
• Assist the HR & Finance Coordinator with new employee onboarding tasks as directed.
• Assist the HR & Finance Coordinator with scheduling monthly meetings between eligible employees and benefits counselors.
• Assist the HR & Finance Coordinator with tracking outstanding payroll checks, contacting employees to resolve payment issues, and escalating check reissuance requests to the HR & Finance Coordinator as needed.
• Track and coordinate permits and licenses for all company locations, including applications, renewals, required documentation, and deadlines.
• Maintain and monitor recurring financial and administrative deadlines, ensuring required tasks, renewals, and reporting are completed on time.
• Scan and upload HR documents into employee personnel files, ensuring accurate organization and confidentiality.
• Order and maintain office supplies for the corporate office.
• Provide administrative assistance to the HR & Finance Manager and HR & Finance Coordinator, including assigned projects, documentation, and routine departmental tasks.
• Answer incoming calls and assist with general office needs as assigned.
• Maintain confidentiality of company financial and employee information and follow established policies and procedures.

Core Competencies

• Customer Service: Provides prompt, friendly, and attentive customer service; actively seeks to meet customer, departmental, and leadership needs and resolve concerns.
• Teamwork: Works collaboratively with others; supports team members and contributes to a positive work environment.
• Reliability: Demonstrates consistent attendance and punctuality; follows schedules and completes assigned shifts.
• Communication: Clearly communicates with customers and team members in a respectful and professional manner.
• Initiative: Identifies opportunities to assist others.

Reasonable accommodation may be made to enable individuals with disabilities to perform the position's essential functions. 

Supervisory Responsibility

• This position has no supervisory responsibilities.

Pay Scale

We believe in paying employees fairly for doing work of comparable character in line with the Oregon Equal Pay Act, and we’ve implemented an internal pay-scale system based on hours worked. 

This position is part of our internal pay scale, which means for every 1040 hours you work, you’ll move to the next level in pay until you reach the maximum of the scale.

Work Environment

This position operates in a busy, shared office environment and rotates between the Newport Avenue Market in-store office and the corporate office. The position involves extensive computer use, heavy data entry, digital record maintenance, and regular communication with employees, vendors, company departments, and leadership.

Travel

• Occasional travel to company locations may be required.

Weekend availability is a requirement of this position.

Benefits of working for us!

Full-time employees:

• Employer paid, employee Medical, Vision, Dental, Life Insurance.

Full-time & Part-time (20+ hours per week) employees:

• Supplemental Insurance options
• Paid time off + Paid holidays
• Additional $1.00 per hour when working on Sundays
• Additional $0.25 per hour when working before 7AM or after 7PM
• 100% ESOP (Employee Stock Ownership Plan)
• 401(k) retirement plan w/ employer match up to 5%
• 20% Employee only discount
• And more!

Summary/Objective

This position is responsible for product management, quality control, merchandising, sales generation, gross margins, labor and general expense control, employee development, work safety, customer service, and department profitability. This position also educates employees and customers on product selection and floral solutions.  

Position Responsibilities (Include, but not limited to):

Product Management

• Work with the Store Manager to secure department displays. Strive to develop displays that pique guest interest and impact guest buying trends. 
• Ensure all department merchandising is consistent with company guidelines, expectations, and approved merchandising plans. 
• Ensure effective ordering of all products for the Floral Department. Maintain product inventory at a level that promotes creative and effective sales merchandising and maximizes sales potential. 
• Obtain new product information from vendors and maintain excellent vendor relations. 
• Participate in determining order quantities and verifying the cost of goods. 
• Verify items received from vendors meet company guidelines for quality, count, and condition. Ensure all mis-picks, damaged goods, and credits are processed and managed within established guidelines. 
• Demonstrate effective inventory control, thereby minimizing unnecessary costs associated with excessive inventory, including supplies. 
• Verify correct invoice billing, including confirmation through the weekly general ledger and Floral Department receiving log sheets. Follow up and resolve inaccurate billing. Ensure the Account Payable Team is alerted to discrepancies between the shipping document amount and invoice amount. 
• Ensure effective informational and price point signing is posted for all products. Oversee the development of effective product descriptions and establish correct verbiage for all related signs/materials.
• Establish and manage stocking standards, ensuring high product quality, including rotation procedures. Incorporate cleaning with stocking and rotation requirements. 
• Assist as appropriate in determining the product selections.
• Effectively plan and perform physical inventory quarterly or more frequently if needed. 
• Maintain the Floral Department is clean, organized, and guest-friendly. 

Operations

• Determine daily projects and activities and ensure they are accomplished correctly and timely.
• Effectively manage department operations to achieve sales goals and general expense budgets. Oversee pricing to achieve budgeted gross profit goals.
• Adhere to an established supply budget and obtain spending approval from the Store Manager for expenses outside of the approved threshold. 
• Adhere to company guidelines regarding internal and external loss prevention, including risk management, accident prevention/safety awareness, and loss prevention. 
• Maintain sales floor, back room, and walk-in coolers in a safe, clean, and organized manner. Maintain store products in a manner that allows easy access to back stock.
• Use all equipment correctly and under manufacturer guidelines.

Leadership

• Effectively build and maintain morale and provide ongoing motivation and feedback. Foster a cohesive, creative, and productive team.
• Actively lead and participate in product promotions and community events.
• Actively share the Company's vision with employees and customers.

Customer Service

• Immediately greet all customers with genuine enthusiasm and sincerity. Customize the approach to meet the customer's needs and build rapport. Create customer loyalty through individual service. 
• Effectively shifts gears to meet customer needs. Move quickly and easily from greeting to providing product information, up-selling, closing the sale, thanking, and inviting them back. Effectively assess a customer's needs and appropriately suggest product with the opportunity to interact with that product. 
• Ensure all phone inquiries are handled with appropriate phone etiquette. Ensure customer service expectations are achieved on a department-wide basis. 
• Ensure prep area is clean, organized and customer friendly. 

Other duties as assigned.

Reasonable accommodations may be made to enable individuals with disabilities to perform the position's essential functions. 

Supervisory Responsibility

• Some supervisory responsibilities, supported by both the Floral Category Manager and Store Manager.

Pay Scale

We believe in paying employees fairly for doing work of comparable character in line with the Oregon Equal Pay Act, and we’ve implemented an internal pay scale system based on hours worked. 

This position is part of our internal pay scale, which means for every 1040 hours you work, you’ll move to the next level in pay until you reach the maximum of the scale – we call that “Journeyman.” Pretty cool, huh?

Reaching Journeyman is a big deal around here! Yes, it means you’ve reached the top of the pay scale – yay! It also means you’re someone we rely on to go the extra mile. You’re now that person who asks others how you can help, sees areas where they can help without needing to be asked, and the “go-to” person for new employees. We look forward to seeing you reach that goal.

Work Environment

While performing the duties of this job, the employee regularly works in a retail food environment with a diverse population and may be exposed to inclement weather. 

Travel

•  This position typically requires occasional travel.