Office Administrative Coordinator

Role Overview Ground Up Coffee & Tea has an exciting opportunity for a detail-oriented and motivated office administrative professional to join a growing, entrepreneurial company in the specialty beverage industry. As a New York-based importer, developer, and distributor of coffee and tea solutions, GUCT continues to expand its product offerings, customer partnerships, and operational footprint. The Office Administrative Coordinator will support day-to-day office administration, sales coordination, product sample management, documentation tracking, and compliance‑related administrative needs. This role is ideal for a highly organized, detail-oriented, self‑starter professional who enjoys supporting multiple departments, managing follow‑ups, and maintaining accurate information in a fast‑paced, fully in‑office environment. This position reports to the Office Manager and works closely with the Assistant Director of Sales and the Compliance Manager to support day‑to‑day departmental needs. Priorities should be coordinated through the Office Manager to ensure clear ownership and alignment across departments. Key Responsibilities Sales Support and Product Samples Product Sample Management Manage day‑to‑day handling of coffee, tea, and ingredient samples, including receiving, labeling, organizing, storing, and tracking sample inventory. Coordinate outbound sample shipments to customers, prospective customers, manufacturers, suppliers, and internal stakeholders. Prepare samples for shipment, ensuring the correct product, quantity, labeling, documentation, and shipping details are included. Maintain an accurate sample inventory log, including sample quantities, movement, usage, expiration dates where applicable, and replenishment needs. Monitor sample levels and proactively flag low inventory or upcoming restocking needs and notify the office manager. Track inventory of jars, lids, pouches, shipping cartons and tape and notify the office manager when items need to be ordered for restocking. Work with sales, product development, logistics, and purchasing to ensure samples are available for customer presentations, product evaluations, new item development, and follow‑up requests. Pricing, Quotes, and Cost Workups Prepare and update cost workups to support pricing reviews, purchasing decisions, customer proposals, and budget planning. Gather and organize relevant cost inputs, including product cost, freight, packaging, duties, storage, handling, and other applicable expenses. Process customer quotes through NetSuite, ensuring pricing, product details, quantities, customer information, and supporting documentation are accurate. Maintain organized records of quotes, cost workups, pricing assumptions, and related correspondence for tracking and future reference. Follow up with internal stakeholders to obtain missing information needed to complete quotes, workups, or customer requests on time. Sales Administration and Reporting Support the Assistant Director of Sales with administrative follow‑up related to customer requests, quotes, samples, presentations, and active opportunities. Serve as a coordination point between sales leadership, internal departments, customers, suppliers, and external partners to help keep projects moving. Draft, format, and organize sales‑related correspondence, reports, presentations, and customer‑facing materials as needed. Assist with sales reports, KPI tracking, pipeline updates, quote activity, and related data compilation for management review. Maintain accurate records in company systems and shared files to ensure sales, sample, quote, and customer information are current and easy to retrieve. Support special sales projects, customer presentations, trade show preparation, and other department initiatives as business priorities require. Compliance Support Assisting with collecting, organizing, and filing supplier regulatory and food safety documentation (specifications, certifications, questionnaires, COAs, etc.) Keeping track of open clients, helping respond to routine customer documentation requests, and completing client questionnaires. Assisting with maintaining and updating the documentation management system and customer compliance portals (Tracegains, SafetyChain, Repositrak) to ensure documentation remains current and accurate. Assisting with follow‑up communication with suppliers on outstanding documentation requests and expired certifications. Office Administration and Cross‑Functional Coordination Support the Office Manager with day‑to‑day administrative priorities and general office coordination. Partner with sales and logistics to support accurate workups and purchasing reviews. Communicate clearly regarding documentation, timelines, and administrative matters across departments. Organize and maintain office files and shared documentation to ensure information is accurate and easily accessible. Assist with special projects and provide administrative support to multiple departments based on business priorities and critical deadlines. Identify opportunities to streamline administrative processes and improve department efficiency. Qualifications Bachelor’s Degree in Administration, communications, or a related field preferred. Previous experience in an administrative or assistant role, preferably supporting a senior‑level executive in a sales or business development environment. Experience with CRM systems, ideally NetSuite, as well as sales analytics tools and inventory management systems such as Pipedrive, is highly desirable. 3‑7 years of administration, sales, and/or compliance experience, preferably in distribution or food & beverage. Microsoft Office experience is a must (Word, Excel, PowerPoint). Attention to detail is critical to this position. Ability to manage multiple priorities in a fast‑paced environment. High level of integrity, discretion, and professionalism. This is an in‑office position, so you must be comfortable working in a traditional office. Great Place to Work A fast‑paced, entrepreneurial environment focused on innovation and quality. A culture of respect, learning, and accountability. The opportunity to work alongside experienced, highly skilled professionals. A collaborative environment where ideas are valued, and initiative is encouraged. Opportunities to grow, expand responsibility, and make a measurable impact. Competitive benefits and a balanced, flexible work environment. Company: Ground Up Coffee & Tea, LLC (GUCT) Location: New York, NY (Onsite) Reports to: Office Manager #J-18808-Ljbffr