Back Office & Price Book Coordinator

Back Office & Price Book Coordinator at Wilcox + Flegel

We are seeking a Back Office & Price Book Coordinator to join our Convenience Store Support department at Wilcox + Flegel. In this role, you will be responsible for maintaining accurate pricing information and supporting back-office operations. If you have a keen eye for detail and enjoy working in a collaborative environment, we would love to hear from you! Join us at Wilcox + Flegel and be part of a dynamic team dedicated to excellence.

Part-Time Team Member Benefits 

Working Holiday Pay

Employee Fuel Discount Account

Wellness Program Incentives

Recognition & Reward Program

Team Member Referral Bonus

WA Sick Leave

Position Summary:

The Back Office and Price Book Coordinator supports the Retail Business Operations team by maintaining the back-office system, loyalty rewards platform, and other related tools. This role ensures that new items, price changes, and promotional offers are accurately entered and updated in company systems, and that store teams receive timely, clear communication regarding those updates. The accuracy and organization of this work are essential to maintaining pricing integrity, effective execution, and consistent guest experience across all convenience store locations and company operated restaurants. Responsible to role model our Core Values at all times.

Essential Position Functions and Responsibilities:

• Enter, update, and maintain accurate item data, pricing, and promotional details in company systems.

• Ensure price book integrity by regularly auditing and validating information for accuracy and completeness.

• Support the system setup and rollout of new items, pricing adjustments, and category updates.

• Set up and validate promotional and loyalty offers to ensure correct execution across systems and stores.

• Monitor active promotions for discrepancies, errors, or inconsistencies and coordinate corrections as needed.

• Communicate changes, updates, and corrections to store leadership and cross-functional partners in a clear and timely manner.

• Collaborate closely with Store Operations to ensure smooth system updates and store execution.

• Provide support to store and restaurant teams by troubleshooting item, pricing, or promotion-related system issues and ensuring timely communication of any resolutions.

• Maintain organized records and documentation related to item setup, price updates, and promotional activity.

• Support process improvement initiatives that enhance accuracy, efficiency, and consistency. Ensure all changes are clearly documented and communicated to leadership and stores prior to activation.

• Assist with testing and validation during new system implementations or updates.

• Other duties as assigned by Supervisor or Manager.

Critical Core Competencies and Skills:

• Excellent interpersonal skills as well as verbal and written communication skill.

• Must be highly organized with strong ability to prioritize effectively, including appropriate delegation and follow-up.

• Able to assess competing demands and determine appropriate direction.

• Proven ability to learn quickly and adapt to changing environment; agile, flexible and resilient.

• Demonstrated ability to interface at all levels of the organization.

• Demonstrates precision in data entry, documentation, and validation processes.

• Maintains consistency and accuracy across multiple systems and datasets.

• Identifies and resolves discrepancies efficiently and proactively.

• Communicates effectively and professionally with cross-functional teams and store staff.

• Responds to requests and questions promptly and with a service-oriented approach.

• Maintains clear documentation and follows established procedures.

• Comfortable working in data management systems and back-office applications.

• Ability to learn new software and platforms quickly.

Minimum Education and Experience:

• High school diploma or equivalent required.

• Minimum of 1–2 years of experience in retail operations, data entry, pricing management, or a related administrative or analytical role

Preferred Education and Experience:

• Associate’s degree in Business, Accounting, or a related field, and 2+ years of experience supporting pricing, merchandising, or inventory functions in a retail, grocery, or convenience store environment; or an equivalent combination of education and experience.

• Experience using back-office systems, price book management tools, or ERP software.

• Familiarity with loyalty or rewards programs and promotional setup processes

Licenses, Certifications and/or Registrations (note if Required or Preferred):

• N/A

Equipment and Software Requirements:

• Highly proficient using Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

• Proficient with Point of Sales and Front of House and Back Office Operations software.

Position Location/Working Conditions/Equipment

• Office Environment

Physical Requirements

• Typically sitting at desk

• Typically standing or walking

• Typically bending, stooping, or crouching

• Repetitive wrist, hand or finger movement

• Occasional lifting (40 lbs.)

Equipment

• Office Equipment

• Simple Hand Tools

• Cash Register

• Vehicle