POS & Receiving Administrator

About Lola’s Market Lola’s Market is a family-owned Hispanic grocery retailer committed to providing an authentic Latin American shopping experience. With multiple locations throughout Sonoma County and surrounding communities, we take pride in our products, service, and commitment to our customers. We are looking for a detail-oriented and organized POS & Receiving Administrator to help ensure accurate product information, pricing, receiving procedures, vendor invoices, and inventory records across our stores. Position summary The POS & Receiving Administrator is responsible for maintaining accurate product information in our POS system and supporting the receiving process from vendor delivery through inventory management and checkout. This position ensures that new products are properly entered into the system, barcodes and pricing are accurate, vendor invoices are reviewed, and receiving procedures are followed consistently. The successful candidate will work closely with Store Managers, IT, Purchasing, Marketing, and Accounting to improve accuracy, communication, and operational efficiency. Reports to: Director of Operations Compensation: $20.00–$30.00 per hour, depending on experience and qualifications. Key responsibilities POS and product data management Create and maintain product records, including UPCs, PLUs, descriptions, barcodes, prices, and units of measure. Set up new products in the system before they reach the sales floor. Verify product information, case packs, vendor packaging, and unit conversions. Enter approved pricing changes and help resolve discrepancies between shelf prices and register prices. Maintain accurate product information to support reliable scanning and checkout. Receiving and inventory controls Support and train Receiving employees on the process from vendor delivery and receiving through inventory records, pricing, and checkout. Verify receiving information against purchase orders, vendor invoices, and system records. Identify and communicate discrepancies involving quantities, costs, damaged products, shortages, and incorrect shipments. Track and follow up on inventory credits and approved adjustments. Help establish consistent receiving procedures across store locations. Vendor invoices and cost verification Review vendor costs and invoices for accuracy. Identify pricing differences, incorrect charges, and discrepancies between invoices and receiving records. Coordinate with Purchasing and Accounting to resolve issues and maintain accurate records. Training, audits, and support Train Store Managers and designated employees on POS, product setup, and receiving procedures. Conduct periodic audits of product information, pricing, and receiving accuracy. Assist with troubleshooting product setup and POS-related issues, coordinating with IT when needed. Work with Marketing to support accurate product information for promotions and advertising when applicable. Identify opportunities to improve processes, reduce errors, and strengthen internal controls. Qualifications Previous experience with POS systems, product data entry, receiving, inventory, or retail operations. Grocery, supermarket, restaurant, or food distribution experience preferred. Knowledge of UPCs, PLUs, barcodes, pricing, case packs, and units of measure. Experience reviewing vendor invoices, verifying costs, and resolving inventory discrepancies preferred. Proficiency with computers and Microsoft Office, particularly Excel. Strong attention to detail, organizational skills, and problem-solving abilities. Ability to communicate clearly, train employees, and work collaboratively across departments. Ability to manage multiple priorities and follow through on assigned tasks. Ability to travel between Lola’s Market locations as needed. Bilingual in English/Spanish. What we are looking for We are seeking someone who understands how product information, receiving, inventory, pricing, and checkout systems work to…

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