Administrative Assistant

Fiore is seeking a dependable, organized, and customer-focused Administrative Assistant to support the daily administrative, operational, and customer service functions of our floral and event business. This position is essential to keeping the office running efficiently while assisting with weddings, events, and retail operations. The ideal candidate is detail-oriented, adaptable, able to multitask, and thrives in a fast-paced environment.

• Manage daily office operations, including email, phone calls, mail, filing, and general administrative tasks.
• Prepare and communicate weekly employee schedules using Homebase.
• Create, maintain, and distribute event schedules for weddings, installations, and special events.
• Provide outstanding customer service by assisting walk-in customers, processing phone orders, and responding to inquiries.
• Manage client proposals in Honey Book from initial inquiry through project completion, including monthly follow-up on outstanding proposals and status updates.
• Monitor accounts receivable in Honey Book by following up on outstanding invoices.
• Maintain the Clover POS system by adding inventory, updating products, and resolving payment or transaction issues.
• Create client invoices in Quick Books as needed.
• Coordinate insurance renewals, maintain business licenses and permits, and ensure ongoing regulatory compliance.
• Assist with daily opening and closing procedures.
• On occasion, assist with the setup, installation, and breakdown of weddings, special events, and other off-site or in-store projects as needed.
• Order, track, and manage specialty holiday flowers and greenery.
• Cross-train in Honey Book proposal creation and administration to provide operational support.
• Work closely with office staff to coordinate daily tasks and priorities.
• Maintain a clean, organized, safe, and professional work environment.
• Perform additional administrative, operational, and event-related duties as assigned.

The ideal candidate will have:

• Excellent organizational, time management, and multitasking skills.
• Strong written and verbal communication abilities.
• Professional customer service and interpersonal skills.
• The ability to prioritize work, meet deadlines, and adapt to changing business needs.
• Proficiency with Google Workspace, email, and the ability to learn software such as Honey Book, Homebase, Clover, and Quick Books.
• The ability to work independently and as part of a team.
• Ability to lift and carry up to 40 lbs. for event setup and shop operations.
• A professional appearance with workplace-appropriate attire. Closed-toe shoes are required while working on the design floor.

This is a full-time hourly position with a schedule based on business needs.

• Monday–Friday: 8:45 a.m. – 5:30 p.m.
• Summer Hours (June–August):
  Typically 8:45 a.m. – 4:00 p.m.

Additional evening, weekend, holiday, and event hours are required as business demands. Hours may increase during peak wedding seasons and holidays and decrease during slower periods. Fiore will make every reasonable effort to provide schedules at least one week in advance, although occasional schedule changes may be necessary.

At Fiore, we value professionalism, teamwork, flexibility, and exceptional customer service. We're looking for someone who enjoys being part of a collaborative team and helping create memorable experiences for our clients.

Fiore is an equal opportunity employer committed to building a diverse and inclusive workplace.