Summary

OX Coffee is seeking a Wholesale Manager to join our team. We are looking for someone with flexibility in traveling between our Queen Village cafe and Kensington roastery for office duties, with a willingness to work remotely when needed. The nature of this position is to manage the communication, organization, invoicing and delivery planning of our Wholesale department while supporting the Sales Lead with account maintenance. The ideal candidate will be a self-starter, highly organized, computer-savvy (Excel experience is a plus) and able to navigate GSuite applications with ease. An interest in working with coffee is important for this role but extensive specialty coffee experience as a barista is not required. For those with specialty coffee experience, opportunity for barista shifts can be available. This is a part-time role of about 16-20 hours per week with a likelihood of more hours needed in the coming months. There is a need for remote communication with existing wholesale accounts on unscheduled days. This availability is mandatory but incredibly flexible in scheduling. As the wholesale business grows, this role grows with it! The position involves interacting with our customers via email and also being the key team member for connecting our Roasting and Sales departments. This position is also responsible for Accounts Receivable duties.

Essential Functions

• Manage and initiate all communication with existing and newly acquired wholesale accounts via email - must be able to support the OX Coffee brand
• Maintain the wholesale email inbox both during and outside of office hours - must be able to respond to emails within 3-4 hours unless previously cleared with the Sales Lead (flexibility on non-office days is readily available for vacations, sick days, personal time off, etc.)
• Receive all wholesale orders via email, create and track invoices and communicate all wholesale coffee orders to the roasting/production team by weekly deadlines
• Ensure all orders are consistent and accurately billed. Being able to spot unusual orders or unlikely pars is important to catch any potential errors communicated by our customers
• File all invoices returned by the delivery driver in order to track and manage customers’ Net terms
• File all paid invoices both physically and electronically
• Efficiently manage cumulative statements for customers with larger Net terms ensuring pricing is correct and invoices are logged each week
• Send and manage electronic payment requests when applicable - collaborating with the Sales Lead to track and log electronically received funds
• Alert customers to menu changes with advanced notice - coordinate with the Roasting and Sales departments in order to establish pricing and communicate all new offerings to wholesale clients
• Learn to be an expert on OX Coffee offerings in order to support wholesale clients with any questions regarding the current offerings menu
• Close end-of-month earnings
• Deposit all wholesale payments (both cash and check)
• Create, back-up, print and/or email all invoices for use by roasting, production and delivery departments prior to clients’ roast and deliver days
• Work directly with the Sales Lead to onboard new wholesale clients and manage existing accounts
• Field all wholesale customer tech problems - connect with the Sales Lead on how to solve tech-related issues. Directly communicate the approved solution and timeline for repair to the customer
• Periodically stop-by local accounts in person to show that we care. Provide exceptional customer support by remaining an open line of communication to our customers.
• Attend bi-weekly staff meetings and coordinate/schedule additional meetings for the Roasting and Sales departments
• Willingness to assist in areas such as: website maintenance, OX Cafe ordering, production procedures and OX Education

Qualifications

• At least 2 years of experience in customer service/support
• Experience in Excel, GSuite platforms and crafting mass emails
• Competency in basic computer applications - a willingness to problem solve
• Limited remote weekend and holiday availability
• Flexibility in work locations, willingness to travel (will be compensated)
• Organized, focus to detail, self-starter and calmness under pressure
• PREFERABLE: experience in specialty coffee (or food/beverage hospitality)
• PREFERABLE: experience in sales, account management or marketing
• PREFERABLE: knowledge of specialty coffee equipment (including espresso machines, Fetco brewers and grinders)
• MANDATORY: passion for specialty coffee!

Please email a recent resume AND cover letter to sales@oxcoffee.com for consideration

Expected Start Date: Late July or Early August