Job Description

Coffee Project NY is seeking an organized, reliable, and professional Administrative & Customer Service Associate to join our Headquarters team.

This position will provide day-to-day administrative support, manage documentation and correspondence, respond to customer inquiries, and help facilitate communication between Headquarters and our various departments and locations.

This is an excellent opportunity for a specialty coffee or hospitality professional looking to transition from front-of-house or café operations into a back-of-house/HQ role while continuing to build a career within the coffee industry.

The ideal candidate is detail-oriented, organized, communicative, and comfortable managing multiple administrative responsibilities in a fast-paced environment.

Key Responsibilities

Administrative Support (60%)

• Organize, maintain, and file company paperwork and records.
• Maintain both physical and digital filing systems.
• Print, scan, copy, and organize documents as needed.
• Consolidate paperwork and documentation from different departments.
• Maintain Google Calendar schedules, administrative deadlines, and reminders.
• Set reminders for important due dates and follow-up items.
• Provide administrative support for hiring, onboarding, and employee documentation.
• Assist with general Headquarters administrative tasks and projects.

Customer & Email Support (30%)

• Monitor and respond to general customer inquiries in a timely and professional manner.
• Direct questions and requests to the appropriate department or team member.
• Follow up on customer requests to help ensure timely resolution.
• Communicate professionally with customers, students, vendors, and internal team members.
• Support communication related to Coffee Academy classes and other customer-facing programs as needed.

Headquarters Communication (10%)

• Help facilitate communication between Headquarters, departments, and company locations.
• Distribute requests, documents, information, and reminders to the appropriate team members.
• Follow up on administrative tasks and outstanding requests.
• Help ensure important information is communicated accurately and efficiently across the organization.
• Serve as a reliable administrative point of contact for routine requests and information.

Additional Department Support (10%)

• Provide limited administrative support to the Marketing and HR teams.
• Assist with organizing marketing and HR documents, materials, and records.
• Support administrative tasks related to company events, promotions, hiring, and employee onboarding.
• Assist with other projects and responsibilities as assigned by Headquarters management.

Who We’re Looking For

We are seeking a highly organized, detail-oriented, and dependable individual who:

• Communicates clearly and professionally.
• Is comfortable handling customer emails and inquiries.
• Has strong organizational and follow-up skills.
• Is comfortable working with Computers, Gmail, Google Calendar, Google Drive, and Google Docs.
• Takes initiative and follows tasks through to completion.
• Is willing to learn different aspects of the business.
• Is interested in building a long-term career with Coffee Project New York

Education & Experience

Bachelor’s degree required.

Experience in any of the following is preferred:

• Specialty coffee or coffee shops
• Customer service and office administration

Compensation & Growth Opportunity

This position begins as a part-time role, with the potential to transition to full-time as the employee develops within the role and demonstrates the ability to take on additional responsibilities independently.

Starting Pay: $23–$25 per hour, depending on experience and qualifications.

This position begins at 20 hours per week, in office, Monday through Thursday, 9:00 AM–2:00 PM.

Our goal is to provide a clear path for the right person to grow from an Administrative & Customer Service Associate into a larger role within Coffee Project NY Headquarter.

How to Apply

Job Categories: Other. Job Types: Part-Time. Salaries: Hourly.

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