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About the Role
Ground Up Coffee & Tea seeks a detail-oriented and motivated office administrative professional to support daily office administration, sales coordination, product sample management, documentation tracking, and compliance needs within a growing, entrepreneurial specialty beverage company.
Responsibilities
- 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.
- 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.
- 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.
- Assist with collecting, organizing, and filing supplier regulatory and food safety documentation (specifications, certifications, questionnaires, COAs, etc.).
- Keep track of open clients, helping respond to routine customer documentation requests, and completing client questionnaires.
- Assist with maintaining and updating the documentation management system and customer compliance portals (Tracegains, SafetyChain, Repositrak) to ensure documentation remains current and accurate.
- Assist with follow-up communication with suppliers on outstanding documentation requests and expired certifications.
- 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.
Requirements
- 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 with NetSuite, as well as sales analytics tools and inventory management, such as Pipedrive, is highly desirable.
- 3-7 years of administration, sales, and/or compliance experience, preferably in distribution or food & beverage.
- Strong numerical and analytical skills.
- Microsoft Office experience is a must (Excel, Word, PowerPoint, Outlook).
- 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.
- Must be comfortable working in an office.
Skills
- Microsoft Office (Excel, Word, PowerPoint, Outlook)
- CRM systems
- NetSuite
- Sales analytics tools
- Inventory management
- Pipedrive
Location
- New York, NY
Work Type
- Onsite
- In-office
Experience Level
- 3-7 years
Education Level
- Bachelor's Degree preferred
Benefits
- Competitive benefits
- Balanced, flexible work environment
About the Company
- Ground Up Coffee & Tea, LLC (GUCT) is a New York-based importer, developer, and distributor of coffee and tea solutions.
- A fast-paced, entrepreneurial environment focused on innovation and quality.
- A culture of respect, learning, and accountability.
- A collaborative environment where ideas are valued, and initiative is encouraged.
- Opportunities to grow, expand responsibility, and make a measurable impact.