Job DescriptionJob 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 systemsTrack aging, follow up on outstanding balances, and apply paymentsReconcile transactions between our e-commerce and accounting platformsSupport general bookkeeping and recordkeepingMaintain accurate customer records and payment terms
Wholesale Account Support
Process wholesale orders through our e-commerce platform and bulk order toolsServe as the primary contact for wholesale buyers — quotes, order status, account questionsCoordinate with the warehouse and shipping operations to ensure orders ship correctly and on timeHelp 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 programSet up fundraising group codes and access in our online storeProcess group orders, troubleshoot order issues, and coordinate pickups during the seasonal brochure cyclesManage ongoing chocolate bar orders, reorders, and group communication throughout the yearCross-reference orders against shipping records and resolve discrepancies before fulfillmentCommunicate 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 softwareSupport the plant manager and production team with documentation related to Good Manufacturing Practices (GMP), Pennsylvania Department of Agriculture, and U.S. Food & Drug Administration standardsHandle general phone calls and correspondence — email, letters, packagesMaintain office supply inventory and place orders as neededKeep records and internal databases current and organized
What We're Looking For
2+ years of experience in accounts receivable, office administration, or a similar roleComfort working in modern e-commerce, accounting, and spreadsheet softwareSharp attention to detail — the kind of person who catches a $14 invoicing error before anyone else noticesFriendly, professional phone and email communication styleAbility to juggle multiple workflows without dropping the ball, especially during our Easter and Christmas seasonal peaksYou take ownership of outcomes, not just tasks
Nice to Have
Experience with shipping or order management platformsFamiliarity with B2B/wholesale order managementPrior experience supporting a fundraising program or seasonal
businessFamiliarity with payroll processesExperience in a regulated industry, food manufacturing especiallyComfort learning new
business software
Details
Full-time, in-person at our Hermitage, PA officeSchedule: Monday - Friday, 8:30 AM - 5:00 PMCompany DescriptionCompany 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 DescriptionCompany 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.
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