Retail Backoffice Assistant

The Retail Back Office Assistant is responsible for supporting the daily administrative, inventory, vendor, sales, and reporting functions of the retail operation. This role helps ensure that store records are accurate, invoices are processed properly, inventory and ordering are organized, and management has the information needed to run the business efficiently.

The ideal candidate is detail-oriented, organized, dependable, and comfortable working with spreadsheets, invoices, vendor portals, sales reports, and back-office systems.

Key Responsibilities

Sales & Reporting

• Pull daily, weekly, and monthly sales reports from the back-office system.
• Review item-level and category-level sales trends.
• Prepare reports for management showing best-selling items, slow-moving items, and sales changes.
• Track sales by department, vendor, category, and item when needed.
• Help identify inventory or pricing issues based on sales data.
• Maintain organized digital files for reports and store records.

Inventory & Ordering Support

• Assist with reviewing inventory levels and sales movement before vendor orders are placed.
• Help identify slow-selling products, out-of-stock items, and fast-moving items.
• Support weekly ordering with vendors such as Hackney or other suppliers.
• Compare vendor orders against actual store needs.
• Help management reduce overstock and improve inventory turnover.
• Track new items, discontinued items, and product changes.

Invoice & Vendor Management

• Enter, review, and organize vendor invoices.
• Match invoices to deliveries, purchase orders, or vendor statements.
• Check for pricing errors, missing credits, duplicate charges, or incorrect quantities.
• Communicate with vendors regarding invoice questions, credits, shortages, or product issues.
• Maintain vendor files, price lists, order guides, and contact information.
• Assist with reconciling vendor statements when needed.

Pricing & Product Maintenance

• Update product costs, retail prices, and item information in the back-office system.
• Help maintain accurate item descriptions, UPCs, categories, and department assignments.
• Review margin reports and alert management of major cost or pricing changes.
• Assist with price book maintenance and promotional pricing updates.
• Ensure new products are properly entered before they are sold.

Administrative Support

• Organize paperwork, invoices, receipts, sales reports, and compliance documents.
• Assist with preparing spreadsheets, summaries, and operational checklists.
• Maintain accurate records for audits, accounting, and management review.
• Support store managers with clerical and back-office tasks.
• Help communicate updates between store staff, vendors, and management.

Accounting Support

• Prepare invoice packets or digital files for bookkeeping/accounting.
• Track missing invoices, credits, and vendor payment questions.
• Assist with basic reconciliations between invoices, statements, and internal records.
• Help ensure expenses are properly categorized and documented.
• Coordinate with the accounting team when additional backup is needed.

Requirements

Bachelor's degree or equivalent required.

Prior retail, convenience store, grocery, inventory, bookkeeping, or office experience preferred.

Strong attention to detail and accuracy.

Basic understanding of invoices, purchase orders, inventory, and sales reports.

Comfortable using computers, spreadsheets, email, and back-office systems.

Ability to organize large amounts of paperwork and digital records.

Good communication skills with managers, vendors, and team members.

Ability to follow procedures and meet deadlines.

Trustworthy and able to handle confidential business information.

Preferred Qualifications

• Experience with retail back-office systems, POS systems, or inventory software.
• Experience working with vendors, order guides, invoices, or price books.
• Familiarity with Microsoft Excel or Google Sheets.
• Basic bookkeeping or accounts payable knowledge.
• Experience in convenience store, gas station, grocery, or multi-location retail operations.
• Accounting Background