Office Administrative Coordinator (Onsite)

About the role

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.

Company: Ground Up Coffee & Tea, LLC (GUCT) | Location: New York, NY (Onsite) | Reports to: Office Manager

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.).