Job Description

ADMINISTRATOR
is the Brooklyn-born, independently-owned coffee roaster and café in New York City. With ten locations across Brooklyn, Queens and Manhattan, Variety cafés are known for being active community hubs for New Yorkers. We also operate a robust wholesale busienss, working with hundreds of customers of every shape and size. Driven by the core belief that coffee should meet people where they are, whether they’re longtime coffee enthusiasts or simply looking for a consistently great daily cup, Variety showcases the freshest beans that are best in class.

We are seeking a highly organized, dependable, and accountable Administrator to manage the administrative and financial systems that keep the company running smoothly.
This role owns the day-to-day execution of existing systems — particularly around money in and money out (payroll, accounts payable and receivable, billing, invoicing, and financial recordkeeping) — and is responsible for keeping those systems running correctly: making sure deadlines are met, approvals are tracked, and processes are followed across departments. The role also supports office management, insurance/audit coordination, and cross-department communication.

The ideal candidate is detail-oriented, proactive, and comfortable being the person who keeps a process on track — someone who can flag when something isn’t done correctly or is running late, and follow it through to resolution.

KEY RESPONSIBILITIES
Financial Systems
– Own the day-to-day execution of existing administrative systems for accounts payable, accounts receivable, data tracking, invoicing, and all related operations.
– Help ensure established financial processes and deadlines are followed across departments — flagging noncompliance rather than simply working around it.
– Communicate clearly with bookkeeping and accounting partners, as well as withVariety’s team of Department Heads, to collect data and close open loops.

Payroll
– Assist Director of HR with routine payroll tasks and data entry, which may include processing hours worked and tip data.
– Accounts Payable & Receivable
– Work closely with the retail team to process and organize vendor invoices, as well as with vendors to ensure books are aligned and Variety is current
– Work closely with the wholesale team on timely billing and receipt of payments due across multiple formats.
– Route invoices for approval and track outstanding items to closure.
– Carry out all accounts receivable duties to ensure payments are received.
– Maintain organized financial records and supporting documentation.

Web Orders & Deliveries
– Help resolve customer issues involving missing, delayed, damaged, or incorrect web orders.
– Coordinate with fulfillment, shipping carriers, and other departments as needed.
Process refunds or replacements within company guidelines.
– Communicate recurring issues to the appropriate department head.
– Insurance, Audits & Tax Correspondence
– Manage Certificates of Insurance and other insurance documentation.
– Maintain insurance records and renewal deadlines.
– Coordinate documentation for insurance, payroll, workers’ compensation, and other audits.
– Receive and organize tax letters, government notices, and official correspondence.
– Route important notices to the appropriate accountant, bookkeeper, payroll provider, or ownership contact.
– Track open items and deadlines through resolution.
– General Office Administration
– Answer and route emails to Variety’s general info@ inbox
– Order and maintain office supplies.
– Manage incoming mail, deliveries, and company correspondence.
– Maintain an organized and functional office environment.
– Help coordinate basic office repairs, maintenance, and vendors as needed.
– Maintain organized administrative files and records.

Cross-Department Communication
– Serve as the administrative link between owner, the Director of HR, bookkeeping, operations, retail, wholesale, production, and other departments.
– Follow up with department heads regarding missing information, approvals, and deadlines
– Help communicate and carry out administrative requirements across departments.
– Track administrative requests and ensure they are directed to and completed by the appropriate person.

Qualifications
– Previous experience in administration, office management, bookkeeping support, or business operations.
– Familiarity with accounts payable and receivable
– Experience with Quickbooks online strongly preferred
– Comfortable following up on processes and deadlines with managers and department heads.
– Excellent organizational skills and attention to detail.
– Strong written and verbal communication skills, including good judgment about when to escalate and when to be discrete.
– Ability to manage multiple priorities and deadlines.
– Strong follow-through and problem-solving skills.
– Comfortable working with employees, managers, vendors, customers, accountants, and outside professionals.
– Experience in hospitality, retail, restaurants, or a multi-location business is a plus.

COMPENSATION AND BENEFITS
– Annual salary of 75,000
– 8 Paid Holidays
– PTO
– 401k with company contribution
– Health, dental and vision insurance

How to Apply

Job Categories: Other. Job Types: Full-Time. Salaries: 60,000 - 80,000.

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