Office Administrative Coordinator

About the role

Ground Up Coffee & Tea is seeking a detail‑oriented, self‑starter Office Administrative Coordinator to support day‑to‑day office operations, sales activities, and compliance needs in a fast‑paced, fully on‑site environment.

Key responsibilities

• Manage coffee, tea and ingredient sample inventory: receive, label, organize, store, track quantities, expiration dates and replenishment needs.
• Coordinate outbound sample shipments to customers, prospects, manufacturers, suppliers and internal teams, ensuring correct product, quantity, labeling and documentation.
• Maintain accurate sample and packaging inventory logs and alert the Office Manager when restocking is required.
• Prepare and update cost workups for pricing reviews, purchasing decisions and customer proposals, gathering product cost, freight, packaging, duties and handling expenses.
• Process customer quotes through NetSuite, verifying pricing, product details, quantities and supporting documentation.
• Organize and retain records of quotes, cost workups, pricing assumptions and related correspondence.
• Support the Assistant Director of Sales with administrative tasks, reporting and follow‑up on sales requests.

Required profile

• Highly organized and detail‑oriented professional.
• Self‑starter who can manage multiple departmental priorities.
• Strong communication skills for coordinating with sales, product development, logistics and purchasing.
• Ability to work independently in a fully on‑site office setting.

Required skills

• NetSuite