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
Enjoy…
- 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
